Meeting Minutes Writing Skills
Ø Meeting minutes are the written record of a meeting or hearing. Minutes are usually structured and formal so that they can be shared after the meeting and serve as historical documents in the future.
Ø For those who could not attend the meeting, minutes bring them up to speed. Minutes also offer accountability to action items that were discussed during the meeting.
Ø More importantly, if an organization enters into any sort of legal situation, minutes serve as an official 1reord proving due diligence, ethics, and bylaw compliance.
Ø The style and content of meeting minutes will vary depending on the organization and how it's structured. Regardless, you should always include the basics like date, time, and participants. But many organizations will also benefit from having other, optional items like supplementary documents and action items. Read on to find out what to include in your meeting minutes. 8 basic elements of meeting minutes
Items included in Minutes: These are the essential items to include in your meeting minutes:
Ø 1 Date
Ø 2 Time
Ø 3 Location
Ø 4 Participants
Ø 5 Topics discussed
Ø 6 Motions
Ø 7 Voting outcomes
Ø 8 Next meeting date and place.
Tips for writing meeting minutes
Once the meeting has adjourned, use your notes to write and edit your minutes, and then share them. It helps to write out your meeting minutes as soon as the meeting concludes so you don't miss anything.
Ø Be consistent: It helps to use a template every time you take meeting minutes. That way, they're all laid out the same way, and you won't have to waste time adding headings and bullet points. This is useful later when other people in the organization need to reference them. Some organizations even put their agenda and expected attendees on the meeting notes for efficiency.
Ø Record it: When you start in your secretary role, you might have trouble keeping up with note-taking. If you're experiencing this, consider recording the meeting. You can do this with any smartphone audio recording device, or camera. Later, you can use an artificial intelligence transcription service or just listen back to the recording as a refresher when needed. Before recording, though, be sure to let your attendees know they are being recorded.
Ø Make your notes viewable during the meeting: Sometimes, meetings are collaborative. This can sometimes feel chaotic and make it difficult to keep track of everything. Making the notes viewable on a projector or sharing your screen or document during meetings allows your teammates to contribute to them.
Ø Summarize: When you're writing meeting notes, summarize. You should document as much information as possible, but don't write everything verbatim. It's not necessary to record everything that was said during the meeting notes. You also might have difficulty keeping up if you try to write the entire conversation word-for-word. Simplify and clarify what happened during the meeting
Ø Label comments with initials: If multiple people in the meeting have input on a matter, it can help to use attendees' initials to indicate who contributed what. You can also use initials to indicate who will be in charge of the next steps. This shorthand technique is an efficient way to clarify a militiaperson conversation.
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