January 31 — February 2, Venue: The meeting gave me the opportunity to learn many issues in regards to the training needs of countries in the Asia-Pacific region. I will describe briefly below some elements in the meeting. The seminars are designed to:
Meeting minutes reflect the actions taken during a business or organizational meeting. Minutes are typically recorded by an organization's secretary and become an essential part of the organization's records. In fact, meeting minutes can be considered a legal document by courts and government agencies.
The Purpose of Meeting Minutes The purpose of meeting minutes is to describe the actions taken by meeting attendees.
Contrary to what some people think, recording meeting minutes is not a matter of "taking notes" or transcribing what people say during the meeting. As Bethany Prykucki, an instructor at Michigan State University extension school notes, meeting minutes should describe what was done at the meeting, not the words spoken by individual members.
While meeting notes can be very useful for internal use, it's also important to recognize that some meeting minutes, such as those from a board of directors meeting or a meeting of a publicly traded company's executives, are legal documents.
This means that they can be used by lawyers, judges and government agencies in court cases, disputes about your organization's tax status and in various business and legal processes. When you compose meeting minutes, consider that somebody outside your organization may one day read them.
That individual's understanding of what you've written could have a profound effect on your organization. Preparing for a Meeting If an upcoming meeting is your first time taking minutes, talk to your supervisor about her expectations.
It may be that your organization has a standard meeting minute format, such as Robert's Rules of Order, that it wants you to use.
If it doesn't, check out some of the meeting minute templates that are available in some office management apps and software packages. Working with a template may make minute taking easier for you, as well as providing a professional layout.
When you arrive at the meeting space, make sure that you are seated in a place where you can easily see and hear meeting participants. Remember, it's up to you to record what happens during the meeting: You'll need to be able to recognize individuals present so that you can describe their actions in your minutes.
Essential Components of Meeting Minutes Depending on your organization's policies, you may have some flexibility when choosing a format for your meeting minutes. Still, minutes can serve as legal documents, so they should include information that can help the reader identify when and where a meeting took place, who was in attendance, the purpose of the meeting and what was accomplished there.
A meeting minutes draft should include the name of your organization, the type of meeting that took place, the date of the meeting, the place of the meeting and the time it began. Meeting minutes should also include the names of board members, executives or meeting participants.
This list will depend on the type of meeting that you are recording. At the beginning of the minutes, note when the minutes from the previous meeting were presented and ratified by the board or other people with authority in the organization.
If a meeting is well-organized, it will usually follow an agenda during which various board members, executives and other parties will present information or take specific actions. Your minutes should reflect and document these activities.
When describing an action, also describe its resolution, if there is one. If a board member moves to take a vote, note whether it was seconded and if the motion eventually passes or does not pass.
April 1, 9 a. Bob Luce, David Cane Quorum present?Preparing and writing good meeting minutes are skills that anyone can acquire with a little preparation and attention to detail.
An impartial and correct record of meetings is a .
Tips for Writing Meeting Minutes – Lynn Gaertner-Johnston (Business Writing) Get a Special Report on Simplifying Membership Management Enter your email and receive this special report in your inbox.
How to Write a Board Meeting Report. A few of the suggestions that you may follow in creating a board meeting report are as follows: First, select a board meeting report template that will guide you in creating the document that you would like to present.
When writing a report to be presented at a meeting, you need to follow some basic guidelines, most of which you probably learned in school.
For example, you need to be sure about the purpose of your report, you need to focus on a precisely defined subtopic and you need to write with your audience in mind. Mar 29, · Meeting minutes reports should accurately and clearly describe what happened during a meeting.
Because meeting minutes are considered legal documents, a person taking these minutes should be aware of appropriate structure of these reports, as . To write a meeting report, use the agenda as a guide.
Talk about past business that was concluded, summarize what each speaker said, and list the goals that were identified as action items. Gather your notes from the meeting and any audio or video recordings you made. Include the meeting agenda in.