Writing Meeting Minutes

1. Committed to you
What is MEETING
Definition of meeting.
An act or process of coming together: such as.
an assembly for a common purpose
A permanent organizational unit of An assembly of people,
especially the members of a society or committee, Bank
official , Company ,Partners ,Trustee for discussion on a
given agenda
The act of coming together: a chance meeting in the office.
an assembly or conference of persons for a specific purpose
The body of persons present at an assembly or conference
to read a report to the meeting

2. Committed to you
MEETING
Every meeting is guided by one of the four purpose
1. Informing People
2. Analyzing Problem
3. Generating Options
4. Decision Making
Ground Rules for effective meeting
1. Punctuality
2. No Interruption
3. No accusations and personal attacks

3. Committed to you
• Welcome & introductions
• Agenda overview
• Presentation
• Status Updates
• Discussion
• Decision
• Question & Answer (Q&A)
• Action Items
• What matters is not the agenda itself but the relevance and
importance of what’s on it, and how the leader facilitates
discussion of the agenda items.”
What should meeting agenda include?

4. Committed to you
Meeting minutes can be defined as the written record of
every thing that has discussed during the meeting
Minutes also provide legal protection for the organization.
Many times, due diligence is captured in companies’ meeting
minutes, which can then be officiated and documented to confirm
the ethical, fair practices of the organization
Writing meeting minutes doesn’t need to be stressful. In fact,
the whole purpose of them is to make your life less
stressful by having the ability to go back and reference what
was discussed and what the key outcomes were.
Definition of Meeting Minutes

5. Committed to you
Provide a historical record of the company’s short and long-
term planning. Participants have the ability to use the
meeting minutes as a record for future reference, to
understand what kinds of progression has taken place
Minutes also provide legal protection for the organization.
Many times, due diligence is captured in companies’ meeting
minutes, which can then be officiated and documented to
confirm the ethical, fair practices of the organization.
Meeting notes also serve as proof of why and how a
company came to certain decisions. This is going to be
helpful in answering any questions that arise in reference to
decisions that have been made.
What is the purpose of meeting minutes?

6. Committed to you
They are a record of a group’s decisions and actions
They are a reminder of who was given assignments
They are evidence of deadlines
They are a benefit for people who are absent when decisions
are made
Minutes serve as an aid to memory
Minutes provide a basis for action
Minutes give structure
Minutes drive action plan
Meeting minutes performs as a measuring slab
Meeting minutes state ownership
Meeting minutes give references
Minutes offer legal protection
Importance of meeting minutes:

7. Committed to you
Keep it simple
Use built point
Ask for clarification
Record only important meeting items.
Do not include unnecessary information
Do not include personal opinion
Well prepared
Bring a recording device if desired. ...
TOP TIPS for writing minutes

8. Committed to you
1-Date and time of the meeting
2 Names of the participants
3 Purpose of the meeting
4 Agenda items and topics discussed
5 Action items
6 Next meeting date and place
7 Documents to be included in the report
Things to include writing meeting minutes

9. Committed to you
How to Take Minutes in a Board Meeting:
Taking meeting minutes in a board meeting seems like a fairly
simple, straight-forward responsibility, but the truth is, there
are many considerations involved in this task that require
thought and attention
Taking board meeting minutes is a very important responsibility
that is suited for someone who is willing to plan ahead, listen
diligently, and produce a precise summary of the meeting that
has taken place.
To rid any kind of confusion there is surrounding meeting
minutes, Fellow has created a step-by-step guide on how to
write great meeting minutes. To begin, let’s talk about what
meeting minutes really are:

10. Committed to you
Minutes in a Board Meeting
Board meeting minutes are important for a few different reasons.
First and foremost, meeting minutes provide a historical record of the
board’s short and long-term planning. Because each meeting
contains an objective or goal, the board can then use the meeting
minutes as a record for future reference, to understand the
progression that has been made.
Moreover, meeting minutes are important because they provide legal
protection for the organization. Often due diligence is captured in
companies’ meeting minutes as well as any legal conversations
which can then be officiated and documented to confirm the
ethical, fair practices of the organization.
Board meeting minutes are proof of why and how a board came to
certain decisions. This documentation can then be used to answer
any questions that arise in reference to any decisions that have
been made.

11. Committed to you
• The Finance group head attaches the financial statements
and key reports
• Financial metrics
• Financial performance & forecast (quarterly)
• Quarterly P&L
• Monthly waterfalls (revenue, burn, cash balance, headcount)
• Performance vs. Plan
• The team circulates the narrative with the board ahead of
time. Board members comment and ask questions as they
read. The team clarifies points and provides analysis where
necessary

12. Committed to you
Formal meeting minutes are used to document big or official
decisions that often require approval. These meeting minutes
use formal language and are structured with the purpose of
being shared with all of the meeting participants afterwards.
Formal meeting minutes are commonly used by nonprofits,
government, schools, and public companies. In fact, most trade
unions, schools, city and county governments model their
meeting
Formal Meeting Minutes

13. Committed to you
Call to order
Called to order the regular meeting of [Organization] at [time]
on [date] in [location].
Roll call
Conducted a roll call. The following persons were present:
Approval of minutes from last meeting
Read the minutes from the last meeting. The minutes were
approved.
Open issues
Open issue + Summary of discussion
Open issue + Summary of discussion
New business
New business + Summary of discussion
Formal Meeting Minutes

14. Committed to you
Adjournment
Meeting facilitator adjourned the meeting at [time meeting
ended].
Minutes submitted by: [Name]
Minutes approved by: [Name]
Formal Meeting Minutes
New business
New business + Summary of discussion
New business + Summary of discussion

15. Committed to you
Informal meeting minutes serve as a quick reference to important
topics that have been covered in your meeting such as goals,
obstacles, deadlines or ideas that have surfaced.
If your organization doesn’t require you to use a specific meeting
minutes template, you can use and customized a simpler
template.
Contrary to a formal meeting minutes template, no one needs to
have approved the minutes for this type of meeting and they
serve to only document the key points and next steps.
Informal Meeting Minutes

16. Committed to you
Meeting attendees
Date
1. Meeting objective
State the purpose of your meeting: what are you planning to
accomplish?
2. Talking points
New talking point
• New talking point
3. Action items
New action item, due date, and assignee
New action item, due date, and assignee
Informal Meeting Minutes