Minutes of Meeting

Minutes of Meeting

• Minutes of Meeting are the written records of everything discussed and decided during a meeting or hearing. They are also called meeting notes.
• They are structured and formal documents prepared based on the meeting agenda.
• Meeting minutes serve as official records that can be referred to later for accountability and historical reference.
• They help track action items, decisions, and responsibilities discussed during the meeting.

Structure of Minutes of Meeting

Although the style and content may vary depending on the organization, the basic structure generally includes the following eight elements:

1. Date
2. Time
3. Location
4. Participants
5. Topics Discussed
6. Motions/Proposals
7. Voting Outcomes/Decisions
8. Next Meeting Date and Venue

Important Points for Writing Meeting Minutes

• Write and edit your minutes immediately after the meeting to ensure accuracy and completeness.
• Recording the meeting (audio or video) can help recall details later, but always inform participants beforehand.
• If the meeting is collaborative, display notes on a projector or shared screen so everyone can contribute.
• Summarize discussions—avoid writing everything verbatim. Focus on key points, decisions, and action plans.
• Use the agenda as the framework for your notes.
• Write minutes in a formal and impersonal tone.

Skills Required to Be a Good Minute Taker

1. Listening Skills:
• A good minute taker must be an attentive listener and confident enough to ask for clarification when needed.
• Abbreviations can be used for faster note-taking.
2. Organizational Skills:
• Review the agenda, background papers, and previous minutes before attending the meeting.
• Be prepared with all necessary materials (pen, notebook, laptop, etc.).
3. Subject Knowledge:
• Understand the topic of discussion.
• Stay informed through background readings, online research, or talking to knowledgeable individuals.
4. Good Writing Skills:
• Use correct grammar, punctuation, and spelling when drafting the final document.
5. Critical Thinking:
• Remain objective and unbiased while recording discussions and decisions.

Exercise A

Question:
Imagine you took the minutes of a meeting of the Sales Division of Page Computer Spare Parts, S.D. Road, Srinagar, held on 5 August 2022. The agenda was as follows:

1. Confirmation of the minutes of the last meeting
2. Report on company sales
3. Proposal for increasing delivery staff at Srinagar
4. Complaint regarding damaged consignment at Kupwara
5. Any other matter with permission of the chair

Minutes of the Sales Division Meeting

Page Computer Spare Parts, S.D. Road, Srinagar
Date: 5 August 2022

1. Confirmation of the Minutes of the Last Meeting:
   The meeting began with the review and confirmation of the previous minutes. The minutes were approved unanimously by all members.
2. Report on Company Sales:
   The Sales Manager presented a detailed report on recent sales performance, highlighting major achievements and areas for improvement. Members shared constructive suggestions to enhance sales strategies.
3. Proposal for Increasing Delivery Staff at Srinagar:
   The need for more delivery staff in the Srinagar branch was discussed. It was decided to submit a proposal for hiring additional personnel to improve delivery efficiency.
4. Complaint Regarding Damaged Consignment at Kupwara:
   A complaint was raised about damaged goods in a Kupwara consignment. The issue was investigated, and it was resolved to implement stricter quality checks and better packaging standards to prevent recurrence.
5. Any Other Matter with Permission of the Chair:
   Members discussed upcoming promotions and internal communication improvements. The Chair delegated follow-up actions accordingly.

The meeting concluded with a reminder to complete assigned action items. The next meeting date will be announced later.

Exercise B

Bharat Sports Club

Minutes of the Meeting
Date: 15 June 2023
Time: 1:00 p.m. to 4:00 p.m.
Venue: Srinagar

Present:

• Shahnawaz – President
• Shahbaz – Vice President
• Mohd. Saleem – Secretary
• Gh. Mohmad – Treasurer
• Basiyah – Committee Member

Agenda: Cricket Tournament

Opening:
The meeting was called to order by the President at 1:00 p.m.

Minutes of the Previous Meeting:
The minutes of the previous meeting were read and approved.

Discussion:

• The President proposed organizing a cricket tournament involving Bharat Sports Club and other local clubs.
• Various suggestions were shared regarding the format, schedule, and venue.
• The Treasurer presented a financial estimate for the event.
• Members discussed sponsorship opportunities and ways to increase community participation.
• It was unanimously decided to proceed with the plan and form sub-committees for logistics, promotion, and sponsorship.

Decisions:

• The cricket tournament will commence on 20 July 2023.
• A sponsorship proposal will be drafted and sent to potential sponsors.
• The Treasurer will prepare a detailed budget for review.
• The next meeting will be held on 1 July 2023 to assess progress.

Closing:
The meeting was adjourned at 4:00 p.m. by the President.

Secretary:
Mohd. Saleem

Next Meeting:
1 July 2023 at Srinagar

Exercise C

Arya College of Arts and Science, Sopore

Minutes of the Meeting
Date: 20 February 2022
Time: 10:00 a.m.
Venue: Sopore

Present:

• Principal – Mohd. Saleem
• Head of English Department – Tariq Ahmad
• Secretary, Literary Association – Bashir Ahmed
• Treasurer, Literary Association – Bilal Ahmed

Agenda: Annual Literary Festival

Opening Remarks:
The Principal welcomed all members and emphasized the importance of organizing the annual literary festival to promote creativity and literary culture in the college.

Discussion on Venue, Date, and Time:
After considering several options, the venue was finalized as GDC Sopore. The date was set for 5 March, and the time for 9:00 a.m.

Events and Programmes:
The Head of the English Department presented a list of proposed activities. After discussion, a final list was approved, ensuring a diverse mix of literary competitions and cultural events.

Budget Discussion:
The Treasurer presented a preliminary budget covering expenses such as venue booking, decoration, refreshments, and guest invitations. Suggestions were made to optimize costs while maintaining quality.

Action Items:

• The English Department will coordinate with faculty members for event arrangements.
• The Treasurer will prepare a detailed budget breakdown.
• The Secretary will communicate updates to Literary Association members.

Next Meeting:
Scheduled for 2 March 2022 to review preparations and finalize pending matters.

Closing Remarks:
The Principal thanked everyone for their contributions and encouraged continued teamwork to make the festival a success.

Minutes Recorded by:
Mohd. Saleem

Here’s your complete rewritten version of the material — clear, grammatically correct, well-structured, and formatted neatly for study or reference use.
All spelling, punctuation, and formatting errors have been corrected, while meaning and content remain the same.