Dear All, Could you please share as to any material to teach How to write minutes of Meeting, to train the employees. Best Regards' Anu
From India, Hyderabad
2From India, Hyderabad
Dear Annu,
As such i dont have any material but i will just give you an idea that what exactly are minutes of meeting:-
Minutes of meetings are summary of the main issues being considered and remedy suggested and Also it's always presented by points.
regards
Srishti
From India, Bangalore
As such i dont have any material but i will just give you an idea that what exactly are minutes of meeting:-
Minutes of meetings are summary of the main issues being considered and remedy suggested and Also it's always presented by points.
regards
Srishti
From India, Bangalore
Hi Anu,
I think one of the best way is to... see the previous minutes of meetings as it was always maintained as it's a statutory requirement of the company,
Or in brief Minutes of Meet always contains :
1. Agenda of the Meeting
2. who chaired the meeting (Chairman of meeting under whom it was
conducted)
3. Presence :- who all have attended with there signs later on
4. points discussed as per the attendance
5. Entire discussion synopsis or brief in way of points..
6. concluding note of the meeting & leftout points to be discussed in
next meeting &
7. Next meeting date & venue
generally above mentioned things are covered, format can be any but contents remain same ...
hope it may be of some help to you
regards,
Ashish Jain
From Australia, Sydney
I think one of the best way is to... see the previous minutes of meetings as it was always maintained as it's a statutory requirement of the company,
Or in brief Minutes of Meet always contains :
1. Agenda of the Meeting
2. who chaired the meeting (Chairman of meeting under whom it was
conducted)
3. Presence :- who all have attended with there signs later on
4. points discussed as per the attendance
5. Entire discussion synopsis or brief in way of points..
6. concluding note of the meeting & leftout points to be discussed in
next meeting &
7. Next meeting date & venue
generally above mentioned things are covered, format can be any but contents remain same ...
hope it may be of some help to you
regards,
Ashish Jain
From Australia, Sydney
Hi Anu
Typically the minutes will look something like this...
Minutes of the meeting held on _____
Department____ etc
The meeting on _____was held on ______at ___venue. The agenda of the neeting was_____
- XXXXXX
-XXXXXXX
The following people attended the meeting:
1.
2.
3.
4.
......
The meeting started with______. The points made were______
It was agreed that__________. SO and SO suppoterted it
the second speaker was ____point discussed were_______
and so on....
At the end the follwoing points were summarised...or write the summary
______________________________________
hope this helps
Yogesh Pahuja
From India, Ahmadabad
Typically the minutes will look something like this...
Minutes of the meeting held on _____
Department____ etc
The meeting on _____was held on ______at ___venue. The agenda of the neeting was_____
- XXXXXX
-XXXXXXX
The following people attended the meeting:
1.
2.
3.
4.
......
The meeting started with______. The points made were______
It was agreed that__________. SO and SO suppoterted it
the second speaker was ____point discussed were_______
and so on....
At the end the follwoing points were summarised...or write the summary
______________________________________
hope this helps
Yogesh Pahuja
From India, Ahmadabad
Hi anu,
The format given by yogesh is absolutely correct & accurate. With due respect will add a few more points. At the end pls mention points to be discussed in the next meeting (if any were pending) or points discussed from the previous meeting(if any). This helps in keeping link between all the MOM in future.
regards,
Pooja
From India, Pune
The format given by yogesh is absolutely correct & accurate. With due respect will add a few more points. At the end pls mention points to be discussed in the next meeting (if any were pending) or points discussed from the previous meeting(if any). This helps in keeping link between all the MOM in future.
regards,
Pooja
From India, Pune
Dear All,
Srishti, Ashish, Yogesh & pooja, thanks for making it clear......one more question I would like to pose, in case we write the minutes, do we need to fix on the responsibilities also, as what has been decided , or the onus lies on whom to carry out the action plan.
And, who should be made responsible for writing the minutes.
Thanks,
Best Regards'
Anu
From India, Hyderabad
Srishti, Ashish, Yogesh & pooja, thanks for making it clear......one more question I would like to pose, in case we write the minutes, do we need to fix on the responsibilities also, as what has been decided , or the onus lies on whom to carry out the action plan.
And, who should be made responsible for writing the minutes.
Thanks,
Best Regards'
Anu
From India, Hyderabad
Anu
That is a must in the minutes of meeting. The onus of responsibility and the persons required to take action have to be mentioned in the minutes.
Better if you have a column in front of the Point to depict the same.
Regards
Praveen
From India
That is a must in the minutes of meeting. The onus of responsibility and the persons required to take action have to be mentioned in the minutes.
Better if you have a column in front of the Point to depict the same.
Regards
Praveen
From India
Here is another sample I came across;
MINUTES
Thursday, September 8, 2005 12:00 pm to 1:30 pm ACE Head Office Boardroom 100 Adelaide Street West, Suite 1302
Toronto, Ontario
Present: Dave Henderson (D.H.) Rob Patterson (R.P.) Dave Lacey (D.L.) Raj Kothari (R.K.) Bruce Nasby (B.N.)
Regrets: Amy Harder (A.H.) Jaime Hurlbut (J.H.)
Ex Officio: Jeff Coleman (J.C.) James Dyke (J.D.)
Be sure to include the initials of all those present for easy reference during the Minutes. Ex Officio refers to people who are present at the meeting, but who are not official Board members (such as ACE Students invited to attend the meeting).
List of Action Items: □ Make discussed change to Minutes of last meeting and distribute to Board within one week (Coordinator) □ Prepare one-pager of results on Fall Semester Used Bookstore and distribute
to Board for next meeting (Project Leader) □ Submit revised recruitment strategy for Winter Semester to Board for next meeting (VP Internal Relations) □ Select Project Leader for Hockey Economics project within two weeks (VP
Education)
□ Distribute approved financial statements for 2004-05 to Board (Finance Committee)
Include a highlighted List of Action Items on the front page of the Minutes for easy reference. The Coordinator should follow up on all action items with those responsible for their completion (in brackets), especially if information or materials related to action items must be distributed to the Board for the next meeting or by a specified date.
Notes on recording the Minutes, in order to keep them short and to the point:
Business Advisory Board Minutes Template
[ACE Team Insert mission statement here] Example: ACEs mission is to advance Canadian entrepreneurship by teaching and igniting Canadian youth to create brighter futures for themselves and their communities.
To avoid including excess detail in the Minutes, make reference to other documents (project one-pagers, notes of Committee meetings, etc.) Rather than include he said, she said discussions in the Minutes, discuss with the Chair how to manage discussions so that a consensus is reached on all key issues. Whenever possible, encourage recommendations and action items for inclusion in the
Minutes.
12:00 Welcome and introductions (Chair) Introduction of Bruce Nasby (B.N.) as newest addition to the Board
12:05 Review and approval of the Agenda (Chair) Moved by D.H., seconded by R.K.
12:07 Review and approval of the Minutes of last meeting (Chair) Add R.K. to list of people on the Finance Committee Action item: Make discussed change to Minutes of last meeting and distribute to Board within one week
(Coordinator) Moved by B.N., seconded by R.P.
12:12 Update from ACE [Team Name] (J.D.) (For detailed information, refer to update one-pager) Start of 2005-06 year with 12 returning members and 7 new members so far
Main summer project was a Start Your Own Lemonade Stand Toolkit Fall Semester Used Bookstore ongoing, will conclude midOctober Action item: Prepare one-pager of results on Fall Semester
Used Bookstore and distribute to Board for next meeting (Project Leader)
12:22 Discussion of student recruitment strategy for 2005-06 (J.C.) Goal for Fall Semester was 12 returning members and 6 new members goal attained Goal for Winter Semester is 18 returning members and 10
new members Recommendation: Revise current student recruitment strategy to attain goal for Winter Semester Action item: Submit revised recruitment strategy for Winter
Semester to Board for next meeting (VP Internal Relations)
Business Advisory Board Minutes Template
[ACE Team Insert mission statement here] Example: ACEs mission is to advance Canadian entrepreneurship by teaching and igniting Canadian youth to create brighter futures for themselves and their communities.
12:40 Discussion of Hockey Economics project (D.H.) Introduction of project result of a partnership between NHL and ACE [Team Name] using D.H. as liaison (D.H.) Recommendation: First step is to name a Project Leader Action item: Select Project Leader for Hockey Economics
project within two weeks (VP Education)
1:00 Report from Finance Committee (Chair J.D.) (For more detail, refer to notes of last Finance Committee meeting) Financial statements for 2004-05 released by ACE [Team
Name] in July 2005 Finance Committee meeting held in August 2005 to review and approve financial statements for 2004-05 Action item: Distribute approved financial statements for
2004-05 to Board (Finance Committee)
1:20 Other business (Chair) Note mention of ACE [Team Name] on the front page of the September 2, 2005 edition of The Globe and Mail (R.P.)
1:25 Next meeting/event (Chair) Next meeting on Thursday, December 8, 2005 from 12:00 to 1:30 pm Next event is the ACE [Team Name] Open House
(networking function) on Friday, September 30 at 4:30 pm
1:30 Adjournment (Chair)
Cheers
Prof.Lakshman
From Sri Lanka, Kolonnawa
MINUTES
Thursday, September 8, 2005 12:00 pm to 1:30 pm ACE Head Office Boardroom 100 Adelaide Street West, Suite 1302
Toronto, Ontario
Present: Dave Henderson (D.H.) Rob Patterson (R.P.) Dave Lacey (D.L.) Raj Kothari (R.K.) Bruce Nasby (B.N.)
Regrets: Amy Harder (A.H.) Jaime Hurlbut (J.H.)
Ex Officio: Jeff Coleman (J.C.) James Dyke (J.D.)
Be sure to include the initials of all those present for easy reference during the Minutes. Ex Officio refers to people who are present at the meeting, but who are not official Board members (such as ACE Students invited to attend the meeting).
List of Action Items: □ Make discussed change to Minutes of last meeting and distribute to Board within one week (Coordinator) □ Prepare one-pager of results on Fall Semester Used Bookstore and distribute
to Board for next meeting (Project Leader) □ Submit revised recruitment strategy for Winter Semester to Board for next meeting (VP Internal Relations) □ Select Project Leader for Hockey Economics project within two weeks (VP
Education)
□ Distribute approved financial statements for 2004-05 to Board (Finance Committee)
Include a highlighted List of Action Items on the front page of the Minutes for easy reference. The Coordinator should follow up on all action items with those responsible for their completion (in brackets), especially if information or materials related to action items must be distributed to the Board for the next meeting or by a specified date.
Notes on recording the Minutes, in order to keep them short and to the point:
Business Advisory Board Minutes Template
[ACE Team Insert mission statement here] Example: ACEs mission is to advance Canadian entrepreneurship by teaching and igniting Canadian youth to create brighter futures for themselves and their communities.
To avoid including excess detail in the Minutes, make reference to other documents (project one-pagers, notes of Committee meetings, etc.) Rather than include he said, she said discussions in the Minutes, discuss with the Chair how to manage discussions so that a consensus is reached on all key issues. Whenever possible, encourage recommendations and action items for inclusion in the
Minutes.
12:00 Welcome and introductions (Chair) Introduction of Bruce Nasby (B.N.) as newest addition to the Board
12:05 Review and approval of the Agenda (Chair) Moved by D.H., seconded by R.K.
12:07 Review and approval of the Minutes of last meeting (Chair) Add R.K. to list of people on the Finance Committee Action item: Make discussed change to Minutes of last meeting and distribute to Board within one week
(Coordinator) Moved by B.N., seconded by R.P.
12:12 Update from ACE [Team Name] (J.D.) (For detailed information, refer to update one-pager) Start of 2005-06 year with 12 returning members and 7 new members so far
Main summer project was a Start Your Own Lemonade Stand Toolkit Fall Semester Used Bookstore ongoing, will conclude midOctober Action item: Prepare one-pager of results on Fall Semester
Used Bookstore and distribute to Board for next meeting (Project Leader)
12:22 Discussion of student recruitment strategy for 2005-06 (J.C.) Goal for Fall Semester was 12 returning members and 6 new members goal attained Goal for Winter Semester is 18 returning members and 10
new members Recommendation: Revise current student recruitment strategy to attain goal for Winter Semester Action item: Submit revised recruitment strategy for Winter
Semester to Board for next meeting (VP Internal Relations)
Business Advisory Board Minutes Template
[ACE Team Insert mission statement here] Example: ACEs mission is to advance Canadian entrepreneurship by teaching and igniting Canadian youth to create brighter futures for themselves and their communities.
12:40 Discussion of Hockey Economics project (D.H.) Introduction of project result of a partnership between NHL and ACE [Team Name] using D.H. as liaison (D.H.) Recommendation: First step is to name a Project Leader Action item: Select Project Leader for Hockey Economics
project within two weeks (VP Education)
1:00 Report from Finance Committee (Chair J.D.) (For more detail, refer to notes of last Finance Committee meeting) Financial statements for 2004-05 released by ACE [Team
Name] in July 2005 Finance Committee meeting held in August 2005 to review and approve financial statements for 2004-05 Action item: Distribute approved financial statements for
2004-05 to Board (Finance Committee)
1:20 Other business (Chair) Note mention of ACE [Team Name] on the front page of the September 2, 2005 edition of The Globe and Mail (R.P.)
1:25 Next meeting/event (Chair) Next meeting on Thursday, December 8, 2005 from 12:00 to 1:30 pm Next event is the ACE [Team Name] Open House
(networking function) on Friday, September 30 at 4:30 pm
1:30 Adjournment (Chair)
Cheers
Prof.Lakshman
From Sri Lanka, Kolonnawa
Hi Anu,
Well i think the whole responsibility for the minutes of meeting is on Company Secretary .... & he or she is responsible for maintaing this kinda statutory responsibilities...... in case company have one "CS"..otherwise any one appointed & authorised by the Board Of Directors to carry on this responsibility....
regards,
Ashish Jain
From Australia, Sydney
Well i think the whole responsibility for the minutes of meeting is on Company Secretary .... & he or she is responsible for maintaing this kinda statutory responsibilities...... in case company have one "CS"..otherwise any one appointed & authorised by the Board Of Directors to carry on this responsibility....
regards,
Ashish Jain
From Australia, Sydney
Please find a sample of my organisation
Reference (As per your practice) Dated:
Subject: Minutes of the . meeting held ..
Chair:
Participants: ..
A meeting of the .was held on ..at ... The meeting was presided over by the ..and the above mentioned professionals were present in the meeting.
Agenda 1: ..
Decision taken in the last .. meeting regarding
Decision: .now
Agenda 2: ..
Decision taken in the last .. meeting regarding
Decision: now
Agenda 3: ..
Decision taken in the last .. meeting regarding
Decision: Now
Agenda 4:
Decision taken in the last .. meeting regarding
Decision: now
Agenda 5: .
Decision taken in the last .. meeting regarding
Decision: .now
Agenda for next meeting.
Date for next meeting.
The meeting ended with thanks from and to the Chair.
Name (chair)
Designation (chair)
Information to: 1. Mr. 2. Mr. 3. Ms. ..
Distribution: 1. Mr. 2. Mr. 3. Ms.
From Germany, Aachen
Reference (As per your practice) Dated:
Subject: Minutes of the . meeting held ..
Chair:
Participants: ..
A meeting of the .was held on ..at ... The meeting was presided over by the ..and the above mentioned professionals were present in the meeting.
Agenda 1: ..
Decision taken in the last .. meeting regarding
Decision: .now
Agenda 2: ..
Decision taken in the last .. meeting regarding
Decision: now
Agenda 3: ..
Decision taken in the last .. meeting regarding
Decision: Now
Agenda 4:
Decision taken in the last .. meeting regarding
Decision: now
Agenda 5: .
Decision taken in the last .. meeting regarding
Decision: .now
Agenda for next meeting.
Date for next meeting.
The meeting ended with thanks from and to the Chair.
Name (chair)
Designation (chair)
Information to: 1. Mr. 2. Mr. 3. Ms. ..
Distribution: 1. Mr. 2. Mr. 3. Ms.
From Germany, Aachen
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