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  • Minute SOF THE Meetin G: Preparation Guidelines

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    jowvanee soomuhpuhl
    11 views13 pages
    The document provides guidelines for preparing effective meeting minutes in 3 steps: 1) Pre-planning with the chair to outline agenda items, 2) Taking thorough notes during the meeting, including motions, decisions, and action items, and 3) Writing the minutes promptly after the meeting while information is fresh, ensuring clarity, objectivity, and brevity. The minutes should be reviewed by the chair and distributed after approval.

    Original Description:

    How To Write Minutes of the Meeting

    Original Title

    Minutes

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    The document provides guidelines for preparing effective meeting minutes in 3 steps: 1) Pre-planning with the chair to outline agenda items, 2) Taking thorough notes during the meeting, including motions, decisions, and action items, and 3) Writing the minutes promptly after the meeting while information is fresh, ensuring clarity, objectivity, and brevity. The minutes should be reviewed by the chair and distributed after approval.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    11 views13 pages

    Minute SOF THE Meetin G: Preparation Guidelines

    Uploaded by

    jowvanee soomuhpuhl
    The document provides guidelines for preparing effective meeting minutes in 3 steps: 1) Pre-planning with the chair to outline agenda items, 2) Taking thorough notes during the meeting, including motions, decisions, and action items, and 3) Writing the minutes promptly after the meeting while information is fresh, ensuring clarity, objectivity, and brevity. The minutes should be reviewed by the chair and distributed after approval.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    of 13

    MINUTE

    S OF
    THE
    PreparationGuidelines
    MEETIN

    WHY IS IT IMPORTANT?
    It captures the essence of the meeting,
    including details such as:
    decisions made (motions made, votes,
    etc.)
    next steps planned
    identification and tracking of action items

    I. PRE-PLANNING

    A wellplanned meeting helps ensure


    effective meeting minutes. If the
    Chair and the Secretary or minutes
    taker work together to ensure the
    agenda and meeting are well thought
    out, it makes minute taking much
    easier.

    I. PRE-PLANNING
    Meetingagenda=outline
    Itisimportanttogetacopyofthemeeting
    agendaanduseitasaguideoroutlinefor
    takingnotesandpreparingtheminutes.It
    providesinformationthatwillneedtobe
    includedintheminutes,suchas:
    thenamesofallthemeetingattendees,
    includingguestsorspeakers
    documentsthataresentoutwiththeagenda
    orhandedoutinthemeeting

    II. RECORD TAKING


    Generally,minutesofthemeetingincludethe
    following:
    Dateandtimeofthemeeting
    Namesofthemeetingparticipantsandthose
    unabletoattend
    Acceptanceorcorrections/amendmentsto
    previousmeetingminutes
    Motionstakenorrejected

    II. RECORD TAKING


    Generally,minutesofthemeetingincludethe
    following:
    Votingoutcomese.g.,(ifnecessary,details
    regardingwhomademotions;whoseconded
    andapprovedorviashowofhands,etc.)
    Itemstobeheldover
    Newbusiness
    Nextmeetingdateandtime

    II. RECORD TAKING


    Tipsthatmighthelpyournotetaking:
    Createanoutline
    Checkoffattendeesastheyentertheroom
    Recorddecisionsornotesonactionitemsas
    soonastheyoccur
    Askforclarificationsifnecessary
    Donttrytocaptureitall
    Recordit

    III. THE MINUTE WRITING PROCESS


    Trytowritetheminutesassoonafterthe
    meetingaspossiblewhileeverythingisfresh
    inyourmind.
    Reviewyouroutlineandifnecessary,add
    additionalnotesorclarifypointsraised.Also
    checktoensurealldecisions,actionsand
    motionsareclearlynoted.
    includeashortstatementofeachaction
    takenandabriefexplanationoftherationale
    forthedecision

    III. THE MINUTE WRITING PROCESS


    Edittoensurebrevityandclarity,sothe
    minutesareeasytoread
    Beobjective.
    Writeinthesametensethroughout
    Avoidusingpeoplesnamesexceptfor
    motionsorseconds.Thisisabusiness
    document,notaboutwhosaidwhat.
    Avoidinflammatoryorpersonal
    observations.

    IV. DISTRIBUTING THE MINUTES

    As the official Secretary, your role


    may include dissemination of the
    minutes. However, before you
    share these, be sure that the
    Chairman has reviewed and
    either revised and/or approved
    the minutes for circulation.

    SAMPLE MINUTES

    SOURCES
    www.wikihow.com/TakeMinutes
    www.managementhelp.org/boards/sampleminutes.htm
    www.wildapricot.com/articles/howtowriteeffectivemeeti
    ngminutes

    END

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