What is meeting minutes

What is meeting minutes?

What is meeting minutes

What is meeting minutes?

Definition and Importance

Meeting minutes are written records that sum up the discussion and provide a thorough summary of decisions and actions . They are highly-important for a short description of what has transpired and ensure that all parties know what is what . In the corporate world, this written set of facts is most important for keeping track, recording the full scope of the agreement, and noting the pace of the project. All to say, such a formalized version of minutes is drawn as it is most important and cannot be underestimated.

What is meeting minutes

The importance lies in the fact that sometimes meeting minutes may serve as a testament that the meeting took place and that the parties of the meeting followed the set of rules. For instance, if a firm gets sued, the meeting minutes are produced in a court of law and may prove that the firm met the requirement. Here, it is also important to note that while the meaning of minutes does not change, and company minutes also comply with the set of features and should be formal affairs and be expressed in a certain format, while minutes veering into the informal and semi-formal territory will be inside specific guidelines. What is also relevant is that the set of records both types of minutes also share many important components:

  • Position on the meeting.

  • Meeting open.

    • Meeting held in the Conference room.

    • Meeting opened by CEO and discussed the company’s future.

  • Discussion

    • CEO: We need to focus on company growth.

    • COO: We are expanding in all directions.

  • Decisions

    • None

  • Vote

    • 10 for, 1 against

  • Meeting adjourned

    • Some participants left early.

    • Some participants showed up late.

    • Everyone marked present.

  • Preparing in advance

  • Being concise but thorough at the same time

  • Using clear and neutral language and avoiding jargon

  • Recording action items clearly and succinctly, with a specified responsible person and a deadline

  • Reviewing and distributing the minutes rapidly, preferably within 24 to 28 hours

Creating useful minutes

Legal requirements aside, certain elements have to be included into a set of minutes to ensure their usefulness and simplicity, as well as the purpose of a given document. These elements include such elements as:

  • the date and time of a meeting

  • the location a meeting was held in discussed

Agenda Items

A list of items discussed, usually circulated to the participants before the meeting.

Discussion Summaries

Short and objective summaries of the discussion, only stating the essential points without excessive detail.

Decisions and Actions

Documenting decisions made, motions to the effect, seconds, and voting results. All assigned to be a particular person’s actions. Information re next meeting.

There are four different sets of business documents commonly called ‘minutes’. Each has a different purpose and format.

Describes the information that meeting minutes must include. Recording minutes is a requirement and a source of legal protection for the organization. But one of the types being requested is the ##action minutes.

It is a concept of recording the meeting’s talks under a caption that specifies the highlights and identifies points. One way of preparing the minutes is being selective, although one advantage of the minutes is that it is a limited selection. They give the officers the action they have taken hence they will not let them be selective when trying to record. An impression must also be judiciously record on details that one can later be able to read them without thinking, what really happened, to be the correct caliber of the details, and in terms of recording them on how much data, detail, contained on what both sides has to be avoided to keep the minutes focused, and a range other which. Must Read Consider Issues relating to liability When recording information .

Be accurate – It is a formal record and must therefore accurately put down what was done . Be objective – Personal opinion and interpretation could strain the written factual record Be confidential – Sensitive information must be secured .

There are several aspects and format alternatives in the process of minute-taking

One can select either a narrative or tabular form. Narrative format, which can become the preferred, convenient easy format by reviewer, and provides a good deal of flexibility. However, the disadvantage is if it is too detailed it will not be time-wasting for those trying to read it; tabular will be user’s. By splitting a whole string of words such as narrative into many successive entries, tabular also provides the possibility of incorporating many separate entries disadvantage of, if it is too long the tabular will seem to be time-wasting as users. The second variation involves the writing of an intermediate form called a hybrid, which is narration since too many details must be incorporated, the tabular has to be turned into a classical example, which is a kind of happy medium, and where the detail, surrounded by awkward punctuation, is somewhat too facile for the speediest comprehensible and best-needed use of the detail.

The third note concerns both of the above alternatives to a certain extent, and it is the use of at least some components of these two methods. As described by DeWeaver, minutes can be different by more than “wordiness” . One might wish to read not only isolated and “catalogue-like” lines but also a few lines of a text, a paragraph-narration of such a meeting. There is the necessity to add some explanation and elucidation here. For another example, it is time to use a kind of abbreviations or symbols.

Breaking up long strings and long fragments of sentences is also not a bad idea. Time after time, it can be better to substitute four simultaneously changing items by seven or eight that will do the same, but in more simple way.

In general, no matter which format you choose, minutes must be as unvarying and precise and concise as possible. As a result, all the meeting’s attendants must after some two or three- minute “reading” of the minutes exactly know who decided for them some action, and what is their burden regarding these questions . Not only will it usually not be as difficult with just some two pages of text in front of you instead of some forty , then it will also not be too difficult to write them anyway. At the first stage, a text-format template with some square brackets for the data that will need to be filled in will do.

Take Action: Minutes should be approved in a timely manner and distributed to all meeting attendees to make ongoing decisions and next steps clear.

Archiving for Future Reference

  • Use a secure digital alternative for long-term management and maintenance of the meeting minutes

  • Use indexing for ordering by date, topic, or project

  • Define the period during which the minutes have to be preserved

Technological Integration in Meeting Management

Note-Taking Tools in Board Portals. Board portals are online platforms that are used for managing the constituent assemblies and the board meetings as a whole. There are several tools specifically designed to support the process of taking notes.

  • Real-time document editing. Multiple users can work on the same document, making the note-taking activity as it happens, which allows all updates to be seen instantly.

  • Meeting-specific templates. There are templates available for different kinds of meetings; they can be imported, so the minutes are created by filling out the sample headings provided.

  • Automatic agenda-to-minutes tool. Convert the items of the agenda that were discussed into the appropriate place for the minutes.

  • Speech-to-text. Recording every word that was said is no less easy due to speech recognition technologies.

  • Storing in a shared space. Minutes can be later shared with others in a secure electronic form.

  • Collaborative feedback loops. The automatic tools are well-integrated. Users can give their response in your device or as part of the broader arrangement.

meeting minutes

Digital Storage

Technology reminded it easier to store minutes in a structured data format like XML, or JSON, and allowing other searches in the future. Whether in a databases just for your specific meeting or of the minutes that were recorded in history for all time. If the user can just access to your local data and all data in that minutes to understand what happens in that meeting. The back-up is a daily record of minutes to remind you to either the cloud or local and the pace and technology you use in your device.

Organization and technology are now used in a databases not just the final minutes for search but you come online and have a copy for all the recordings in your meeting. You should have note-taking applications, electronic sharing, and storage done most of the jobs what make the organizing meetings. Most changes take minutes at their meeting, not just the one that makes the meetings, but also to analyze the minutes for the nearness in the future.

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