3.2 -Explain the legal implications of meeting minutes Meeting minutes act as a legal document and therefore need to be an exact representation of what happened during the meeting. Don’t leave writing up your minutes until the meeting is a … Meeting minutes act as a measuring stick. Meeting minutes are important – “they capture the essential information of a meeting.” But taking and preparing minutes doesn’t have to be a daunting task. Also known as protocol or note, minutes are the live written record of a meeting.They include the list of attendees, issues raised, related responses, and final decisions taken to address the issues. Considering the methods of writing, minutes can be of the following two types: These are the minutes taken at a scheduled meeting for which the agenda is known. (d) To ensure evidence on all decisions taken, the attendance of members, note of dissent by any member if any, the trend of voting on each issue, etc. This part will be composed of agendas and topics that will be discussed in the meeting later on the day. The duty of keeping minutes is now made explicit in the Act, which prescribes that every company must cause minutes of all proceedings of every general meeting to be entered within thirty days of the conclusion of such meeting in the book kept for that purpose with its pages consecutively numbered as stated in Section 193 (1). The minutes of a meeting must be approved by participants so that they can stand as an accurate record of the meeting. RELATED: 11 Creative Ways to Make Your (Yawn) Board Meetings Less Boring. Write meeting minutes while you still remember. Purpose of Meeting Minutes. The minute-taker should also include the name of the organization, the date and time of the meeting, who called it to order, and who attended. Minutes of Meetings . Meeting minutes typically include: the name of the team or committee and the date, location, and time of the meeting as well as a list of the attendees. (2) In case of meet­ings which are infrequently held, like an annual general meeting, the minutes are confirmed within a stipulated time after the meeting and they are kept ready for inspection by the members at the office of the organisation so that they get the opportunity to raise objections, if any. Always keep in mind that the meeting purpose should be succinct and clear leaving wordiness and details like the purpose of meeting minutes. Sometimes a stenographer is engaged to make exhaustive and verbatim (word for word) records of the proceedings of a meeting which will help the secretary in preparing the minutes. The minutes say who will do what and when. Report a Violation, Quorum: Meaning, Features and General Patterns | Meetings, Company Meetings: Meaning, Importance and Components, Motion: Meaning, Rules, Consequences and Types. Minutes of Meetings . He shall prepare the minutes as early as possible after the meeting is over when everything remains in his memory too, apart from the notes. Good meeting minutes help drive a plan of action for your leadership team and employees. With important things at stake in meetings, it’s no wonder meeting minutes are considered of great value. The meeting is an assembly of persons whose consent is required for anything to decide, expressing their consent by a proper majority of votes, whether or not that thing should be done. Meeting minutes serve as a record of what was discussed and decided in a meeting, what actions must be taken, who must take them and when. Minutes have to be prepared and preserved for every meeting. If necessary, pass around a sign-in sheet. If the Secretary is not present, another officer or director should be chosen to record the minutes. They also act as an accountability tool because they make it clear who’s duty it was to perform which action. It has the details of the roles and responsibilities, the achievements and the deadlines to be met. The agenda notes help while creating minutes that match the flow of the meeting and also provide inclusive documentation of the meeting. Meeting minutes are typically taken by the organization’s secretary. Here are 10 tips for meeting minutes that will ensure your documents are a good record of what actually happened, without taking up too much of your time. Also known as protocol or note, minutes are the live written record of a meeting. This simple meeting minutes template has a straightforward format so it’s easy to share what topics were discussed. The minutes of a meeting must be approved by participants so that they can stand as an accurate record of the meeting. It tells everyone about the action taken, especially for those who couldn’t attend it. Generally it is not done in case of a general meeting but when a member demands a copy it has to be sent to him subject to some conditions. 10 Tips for writing meeting minutes. The Attendees and Those Absent – Who called the meeting to order, those who made it, plus those who didn’t make it and why. Resolution: A resolution is the decision of the meeting. This record may be used in the future to guide … The decisions taken at a meeting become effective at the very time when they are taken and not when minutes are written and confirmed. Preferable still is for them to issue the minutes on the same day. Part of the series: Business Management Tips. Minutes, also known as minutes of meeting (abbreviation MoM), protocols or, informally, notes, are the instant written record of a meeting or hearing.They typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by the participants, and related responses or … Also, do include the name of the committee that will be attending the meeting. Meeting minutes also need to be signed by the individual who took the minutes at the conclusion of the board meeting. A meeting minutes or minutes is a documented record of what was talked or transpired during a meeting. The purpose of using minutes of a meeting is to create an official record of all the actions that must be taken. Confirmation is done by the chairman who presided over the meeting or any other duly authorised person in his place if the chairman is not available. Details do not belong in meeting minutes. Meaning of Minutes 2. It is the duty of the secretary to write the minutes and for that purpose there shall be a minute book. All these objects cause great importance to minutes and make them indispensable for successfully running an organisation. A book consists of pages conse­cutively numbered and interstitched. (7) There may be statutory rules with regard to minutes, as we find in case of meetings of a company. A legal point arises as to when the decisions taken at a meeting become effective. In movies and media, business meetings might be subject to humor and comedy as to how many are held each day. The Minutes are an extremely important document and the case of formal committee and board meetings, they are held It is a legal requirement to keep minutes of meetings and generally the organisation's constitution will provide is some instruction on this. They are the starting point of the following meeting. We hope this article helps meeting minutes newbies in getting started in creating effective meeting minutes for your organization. You can still read the minutes aloud to the members in the meeting, if you want to, but if time is precious, distribute the draft of the minutes … Meeting minutes are typically taken by the organization’s secretary. Use the minutes of meeting template for notetaking during the meeting or to organize your notes before sending out for approval. Minutes may be duplicated and circulated among the members. Meeting minutes can serve that purpose and be presented as solid evidence. Any decent set of minutes should include: Date, Time & Location – This one is fairly self-explanatory. Both minutes and resolution are important for business communication, but there is some certain difference between minutes and resolution. In case of a big meeting or a general meeting names may not be written. Minutes of a meeting have to be prepared and pre­served for the following objects: (a) To keep the records of the business transacted at a meeting. Use the minutes of meeting template for notetaking during the meeting … 1. This is the reason why taking meeting minutes is essential in a meeting.. Why taking minutes is so important : A Reminder aid : make sure everyone (present and absent participants) knows what has been decided and what needs to be achieved by what date. Minutes: Minute is a brief, but a complete record of all motion and resolutions that are taken based on the discussion held among the members in a meeting on the other hand. As regards a formal meeting there is […] He prepares them from the copious notes taken by him during the meeting. It is standard procedure in most workplaces to record everything of importance that transpires in a meeting. The Importance of Recording a Meeting. Format of Minutes of Meeting Following are five important reasons for making sure you have someone take clear minutes at your next meeting: Minutes are important details that you can’t ignore if you want to keep your business in line with state laws, and to back up your tax returns. It is he/she who may be given responsibility for: • Gathering information for the agenda. Prohibited Content 3. Minutes include call to order, roll call, approval of prior meeting minutes, open issues, new business, and ajournment, along with the name of the secretary submitting the minutes and the approver. You can still read the minutes aloud to the members in the meeting, if you want to, but if time is precious, distribute the draft of the minutes in advance. Minute books have to be maintained at the office (the registered office in case of a registered body like a company, a cooperative society, etc.). You’ll be able to pinpoint who was there when it took place, how members decided on certain actions, et cetera. ADVERTISEMENTS: A meeting can be formal or informal. Secondly they record summaries of the discussions held at the meeting. It is simple to look at a sample and format your document to look like the sample, but why not do it right the first time. Minutes of Meeting of the Board of Directors, 11 Creative Ways to Make Your (Yawn) Board Meetings Less Boring, The Complete 35-Step Guide for Entrepreneurs Starting a Business, 16 Key Issues in Negotiating an Employment Severance Package, 10 Expert Social Media Tips to Help Your Small Business Succeed, 5 Steps to Building a Million-Dollar Business With No Employees. To simply put, meeting minutes keep a record that captures the agreed outcomes of a meeting, … Make a note of who is present. For example, in a company there shall be separate minute books for the meetings of the members, the Board of Directors, every committee constituted by directors, etc. First, it tells the Board and leadership team who voted for what. Minutes serve as a useful reminder for participants after the meeting's conclusion and also ensure that absent colleagues can learn what was discussed and what decisions were made. A locked loose-leaf binder may also serve the purpose. Minutes have to be prepared and preserved for every meeting. (4) Minutes shall be preferably written by hand. ADVERTISEMENTS: Meetings: Types, Purpose, Advantages and Disadvantages! (1) Minutes must be written in a clear and lucid language so that they can be easily understood by anybody going through them. ADVERTISEMENTS: Meetings: Types, Purpose, Advantages and Disadvantages! 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