This becomes even more difficult if they are an active member of the meeting. Many people find it difficult to listen carefully and make notes at the same time. APAC would be a perfectly useful abbreviation in your notes.
#The minutes of the meeting full#
If the discussion was about The Allied and Providential Assurance Company for instance, you would not write out that name in full ever time. summarize what’s said, using a system of shorthand.
It is most likely that you will make rough notes during the meeting, then convert these to your finished report of the meeting after it has finished. In such cases, a summary rather than a verbatim record is appropriate. Some types of meeting even require a record of who spoke to the issues on the agenda, and what points of argument they made. If a decision taken by the meeting is not clear, the secretary should ask the chair to clarify matters – which often helps other people as well. This keeps the order of topics and the structure of the meeting intact.įor this reason the secretary and the chair need to work closely in collaboration with each other. The published agenda is a useful template by which to take notes during the meeting. It’s important that the minutes secretary follows the progress of the meeting carefully, recording major items of debate and decisions that are taken. In a very big organisation the secretary might delegate the actual recording of events to an assistant or clerk. It is the role of the chair to set the agenda, introduce items, and decide who speaks to the issues. The minutes of a meeting are normally taken by the secretary, whilst the chair conducts the meeting.
#The minutes of the meeting plus#
These might provide a record of the discussion in summarized form, along with named individuals given specific responsibilities, plus any deadlines for action. These can often be compressed onto a single side of A4 paper.Ī document of several pages, with headings and sub-headings, and maybe numbered points. These will give a brief information on time-date-place, who was present, and details of decisions or resolutions passed. This might be no more than a bulleted list of points, a table with boxes to record deadlines, or a checklist of topics. Roughly speaking, there are three types of minute taking A group of parents running a children’s football team does not require the same degree of formality as a managing board of company directors. These will give you a guide to the amount of detail normally required and the way in which decisions are recorded.ĭifferent types of meetings record these details in various styles.
You can get an idea of the culture and style of the group by looking at the minutes of previous meetings. The minutes of a meeting are a summary, recording its most important features. One thing is certain: the person taking the minutes is not expected to give a dramatic or poetic description of what takes place. Some organisations like to have a record that captures the spirit of the discussions that took place others put their emphasis on the decisions that are made. The amount of detail recorded will depend upon the type of meeting and maybe its historical culture. There might also be a legal requirement for sets of minutes to be produced in an organisation – as in the case of a charity, a bank, or a limited company. The minutes of meetings are a record of discussions and decisions, and over time they might form an important historical record (in the case of a government’s war cabinet for instance). The purpose of taking minutes of the meeting is more or less the same in each case – to keep an accurate record of events for future possible reference. The written record of these events are called the ‘minutes of meetings’.
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