Minutes of a Meeting - An Official Document

-

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).


___________________________


Comments

Post a Comment

Popular posts from this blog

English Theory Mid-1 & Mid-2 and Semester Exam Model Question Papers

-
 English Theory  Mid-1 & Mid-2 and Semester Exam Sample Question Papers English Theory is a subject that is aimed at students developing their skills in the beautiful language 'English'.  It is taught with the four language learning skills, namely - LSRW      L- Listening      S- Speaking      R- Reading      W- Writing Apart from these four skills, students also are expected to improve their 'Grammar, and Vocabulary' in the English Language. Engineering students often take English lightly and give the least importance to English theory and English labs than the other core subjects. But the truth is, English is as important as their core subjects. Because, English is the 'Universal Language', the 'Lingua Franca' of the world today. Whatever subject knowledge students can have, it has to be communicated to others in English. Therefore, Engineering students MUST take English seriously, so that they can listen, speak, read and write confidently in Engli
Read more

Patterns of Essay Writing

-
 Patterns of Essay Writing In our Academic life or Professional life, or even in our life in general, we often need to write some essays as in writing reports, proposals, or general essays on general topics. While we have so many ways of writing essays, it is very important for us to know some of the basic ways of writing essays, especially in Academic Life and Professional. Keeping that in mind, let us look at the very important 'FOUR PATTERNS OF ESSAY WRITING.' 1. Classification Pattern 2. Compare and Contrast Pattern 3. Cause and Effect Pattern 4. Problem - Solution Pattern Let us look each of these..... 1.  Classification Pattern:          - In this pattern of writing we classify or categorise or organise or arrange or divide things/ subject matters into classes, groups or categories based on various aspects.           -  For example; We can classify Films/ Movies into different genres like: Action Movies, Comedy Movies, Horror Movies, Thrillers, Historicals, Mythological,
Read more

'Self-Reflection' Activity

-
Image
  ' Self-Reflection' Activity Self-Reflection Activity - is an activity that lets one introspect into oneself to know one's deepest feelings, expressions, likes etc.  This activity is helpful for every individual to know more about oneself in a more meaningful and understanding way.   Under this activity, students have to write down/ list out their favourite things/ people/ hobbies/ feelings/ wants/ desires etc., according to the order of their preference.  The preference order can be in three stages with the first stage being the most important desires/ wants/ goals and then the secondary stage, followed by the third stage. One has to really look into one's own self and analyse this order of preferences so that one can write/ list them out authentically and originally. You can be very creative in doing this activity by using different types of circles/ shapes and using nice colour combinations.  Here are a few examples:
Read more