Introduction
Minutes are the formal record of meeting and also known as the important aspects of business communication. It is written to keep record of the policies, decisions and other business that occurs at a meeting.
They simply tell you about the meeting
in detail such as where the meeting was held, who were the participants and
absentees, what were the agendas of the meeting as well as the decisions are
the major elements of minutes.
Format of Minutes
Minutes in general, begin
with the name of the organization, venue, date, list of the present and absent
and the time.
All agendas are listed
mentioned before in most cases
All the official
decisions must be included.
The vote tally is also
required in most of the cases.
The date, time and
venue of the next meeting is clearly mentioned in professional minutes.
Some projects and
assignment (tasks/activities/proposals/reporst) are allocated to the
responsible person.
Importance of Minutes
Minutes are important
aspects of business communication. They simply maintain the record of formal
communication and also becomes the evident for legality in need. The minutes
starts before a business starts and then ends after the business
completes/dies. That is to say, it is there before the business and remains
after the business as well. The importance/role of minutes can be listed as
follows:
Minutes actually
confirm any decision made in the meeting by an organization.
They are used as a
record of any agreed actions to be taken.
They give a solid plan
and report to the organization.
They help to monitor
whether the allocated tasks and responsibilities are materialized as they were
supposed to be.
The minutes also
provide the detail of the meeting to the absentees, who were unable to attend
the meetings as well.
They serve as a record
of the meetings procedure and outcome.
It enhances trust and
rapport in the organization.
What you actually do in Writing Minutes
You will make a short
summary about the meeting's agenda
Make a list of all the
details beforehand.
You will record the
body of the minutes
Concluding the Minutes
Finally, you distribute
the minutes among the attendees (Circumstances/Conditions may apply).
Note: The forms of
recording minute may be video recording, audio recording and hand recording (For
example in Nepalese Assemblies, the chairman asks to raise the hand if they
say/approve yes: hunchha vanne mananiya sadayla hunchha vannuhola)
Sample of a Minute
Teaching Learning
English Club (TLE Club)
Birendranagar-6,
Surkhet, Karnali Neapl
Eamil:chhetra.academia@gamil.com
www.teachinglearninghq.com
Minutes
A meeting of the members
of Teaching Learning English club was held at club's Meeting Hall at 9.00 a.m.
on January 21 2021. Quorum was established.
The meeting constituted
to review the activities of TLE Club, was held under the Chair of the President
(TLE-Club). The following were present
Presiding: Mr. Chhetra
Timilsena, President-Chairperson
Present
1. Dipak Gurung
2. Rita KC
3. Hari BK
4. Sonu Magar
5. Bikash Silwal
Absent: Himesh Bhatta,
Rohan Acharya, Sita Nepali
Confirmation of the
Minute of the Previous Meeting
The Minute of the meeting
held on 09, January 2021 was approved and duly signed by the president.
Decisions Made
The meeting unanimously
(totally) made the following decisions:
a. To internationalize the
channel internationalize the YouTube Channel "TeachingLearningEnglish",
the president of the channel Mr. Chhetra Timilsena was assigned to invited some
of the foreigners minimum two native speakers in every two months.
b. To localize the
channel, all the committee members are decided to trace some of the talent
personalities in the areas of education, health and management and to encourage
them in participation as well as creating one more example.
c. Since there were no
more agendas, the meeting ended with a vote of thanks to the present at 11.00 a.m.
and next meeting will be held on 1st January 2021.
Note the minutes are the
mere record of the meetings, to handle effective communication, the chairman
and other committee members have to be prepared. The preparation of meeting in
the beginning plays very vital role because it clarifies the purpose of
meeting, select participants and set the agendas.
The agenda of a meeting looks like as follows:
Agenda: Annual Review
December, 10 2020
13.00-15.00
1.
Review annual goals: 20
minutes
2.
Review Organization's objectives: 20
minutes
3.
Sales and Marketing 30
minutes
4.
Human Resources 20
minutes
5.
Current Issues and Problems 20
minutes
6.
Self-Evaluation 10
minutes
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