Minutes of a Meeting - An Official Document

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Minutes of a Meeting - An Official Document of Meetings


A Minutes (of a Meeting) is an official document that is prepared during (rough draft) and after (final draft) a meeting.


It is an official record of the discussions held and decisions taken during a meeting.


Minutes is written in past tense, possibly in reported speech.

(eg: It was decided that the venue was to be fixed by the next meeting/ Mr. Rahul was chosen as the team lead of the decoration committee)

_______


Why maintain a Minutes of a Meeting?

A minutes is an important document because

- Human memory is inaccurate (we might forget)

- A written record of decisions taken/ roles & responsibilities assigned/ recommendations made will help the members/ group/ team to be informed.

- This written record will serve as a base for actions to be taken.

- It will help the absentees to know what had happened in that particular meeting.

- It will also be useful to refer later as it is documented.

_______________

Contents of a Minutes:

- Date, time and venue of a meeting held.

- Important points of discussion.

- Conclusions reached.

- Tasks assigned to individuals.

- Recommendations suggested/ made.

_________


Format of a Minutes


Name of the Organization

Date:    Time:

Venue:


Name of the Chairperson/ Chair:

Names of the Members present:

Names of the members absent:


Discussion:

1. Minutes of the last meeting whether read and confirmed by all.

2. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

3. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

4. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

5. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

6. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.


7. Signatures of the secretary, chairperson/ chair (and all members).


________


Sample of a Minutes


Microsoft, Mumbai Campus

Date: 26.02.2024   Time: 10.30 AM

Venue: Meeting Hall-3


Name of the Chairperson/ Chair: Mr. Micheal

Names of the Members present: 

    1. Mr. Sahayraj

    2. Ms. Rosy

    3. Mr. Virat

    4. Mrs. Sonal

    5. Mr. Shoiab

    6. Ms. Sarah

    7. Mr. Mahi Singh


Names of the members absent:

    1. Ms. Kranthi

    2. Mr. Ganesh

    3. Mrs. Rajini

    4. Mr. Surya


Discussion:

1. Ms. Sonal, the secretary read out the Minutes of the last meeting held on 12.01.2024 and it was confirmed by all.

2. 04th March, 2024 is fixed as the Cultural Day.

3. It was decided that the venue for the Cultural Day will be the Function Hall-1.

4. Mr. Virat was chosen as the Head to oversee the Cultural Day events.

5. Ms. Sonal was chosen as the in-charge for the venue decoration.

6. Mr. Mahi was given the in-charge for the snacks and tea.


7. It was suggested that the Cultural Day must be celebrated without any hassles and everything must go as planned. 


8. Mr. Chiranjeevi, Telugu Film Actor & Padma Vibhushan Awardee was chosen as the chief guest for the event.


9. Hyderabadi band was chosen as the music band for the day.


- Signatures of the secretary, chairperson/ chair (and all members).


___________________________


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