Livingsta shares her positive experience in business administration, customer service and education.
What Are Minutes?
Minutes are short notes that I take during a meeting or a discussion. I record them so that we do not miss out on anything that was discussed or agreed in a meeting. Minutes are officially approved by the chair and kept as a record that belongs to the organisation. They can help with any investigations that take place in the future. They also provide a record of what decisions were made at the meeting and who is going to act on them.
Minutes are always short and plain, written in simple language, because they have to be circulated or accessed by people with different levels of standards in that language, in my case English. Anyone who was not able to attend the meeting and who needs to know what happened in the meeting will benefit from simply written minutes.
How I Prepare for the Meeting
I organise and prepare for the meeting by gathering information for the agenda, agreeing the items to be included on the agenda with the chair, circulating the agenda with supporting papers, booking the meeting room, informing those involved of the date, time, venue and purpose and by organising refreshments. I also have details of any visitors and any apologies needed for the meeting.
I have the agenda in hand and all the necessary notepads and pens ready for the minutes. I listen carefully to the discussion, and I write the important points down.
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What I Do During the Meeting
I am constantly communicating with my chair as the meeting proceeds, making sure that the agenda is followed as discussed and approved. Rarely, due to some unavoidable circumstances, the agenda will have to be changed or followed out of sequence, but the attendees will be made aware of the change and the reason for it to avoid confusion. I also make sure the chair summarises important points, and any decisions taken are agreed with by the attendees, taking into consideration any conflicts of ideas. I make sure also that actions are drawn for each item on the agenda.
I concentrate on writing down what has been decided and who is going to do it. I give each item a separate heading and try to write up my rough notes soon after the meeting. I make sure that the minutes are accurate, methodical, grammatically correct and concise, and written in plain, easily understood language. I make sure they are consistent in their form and content and concentrate on the decisions taken. Minutes are also written up in an agreed format according to the agenda items, with neat headings wherever necessary.
Reviewing and Distributing the Minutes
After writing down the minutes, I take time to review them and run them by the chair for approval and for any necessary changes before I circulate them to the necessary members. The minutes are distributed as a protected document via email to the necessary members of staff. I make sure that any actions that need a follow up are dealt within the required time frame.
The minutes are stored on the hard drive for future reference. They serve as a record for any person that will take over any positions in the future, for reference purposes.
Please Use This as a Reference Only
On a kind note, please do not copy anything submitted here and display it in your file. This has been published here, purely to help you gain an idea understanding of what they expect you to write and how you have to write. When you prepare your own files, you will have to relate to your own work area and organisation and stick with it. Thank you for your co-operation.
This article is accurate and true to the best of the author’s knowledge. Content is for informational or entertainment purposes only and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.