Meeting Minutes

Why meetings are

essential?

Introduction
What are meeting minutes ?

Meeting minutes are a summarized written record of

the event that took place

In any organization it is essential that accurate

notes are taken in all the meetings

Meeting -Basic Rules

Plan
Circulate the AGENDA
Write and circulate notes

Meeting minutes must describe the

event took place

Minutes start with the list of attendees

A statement of the issues considered

by the participants

Related response or decisions

considered by the participants

Meeting Minutes

The

minutes of certain group such as

corporate board of directors must be kept on

file and are important legal documents
The

minutes from board or project meeting

provide an important record of what has been

decided and who agreed to what during the

Essential elements of meeting minutes:

For accurate minutes,there are certain elements that must be
include in electronic or written form.
Sign
off
signat
ure
Next
Meetin
g
Announcem
ent

Time,da
te and
location

Minutes
need
To have:
Action
items

Headin
g
All
attend
ees
Approval
of
previous
minutes

There are eight essential

elements following below:
1.

Time,date and location:

2.

Heading:

3.

Attendees:

4.

Approval of previous minutes:

5.Action items:
These items require any action from the
previous meeting.

6.Announcement:
This section provides a report on any
announcement made by participant.

7.Next meeting:
When,where and which place the next
meeting will be start.

8.Sign off signature:

This portion consists of name or sign of
the person who prepared this meeting.

How to take Meeting

Minutes:
It is necessary that
your minutes taker is an
accurate reflection of what took place during a
meeting.These are the ability to listen and the
ability to write Clear, Concise and short notes.
Clean &
clear
notes

Ability
to listen

Concise
notes

There are Two effectively

parts
Active listening
Writing notes

1. Active

listening:

For active listening two points are very important:

. Show

your attention

. Demonstrate

you are listening

Shut out all distraction

and sound

Active
listeni
ng

Listen to signs

2.

Writing notes:
There are three parts of writing notes.

Written skills

Clear language

Accurate
reporting

Written
skills
Accurat
e
reporti
ng

Clear
langua
ge

Format of Meeting Minutes

The following is a format when
creating minutes of a meeting.
The acronym POSTAD TV helps to
remember how to construct the
meeting agenda and henceforth
meeting minutes :
Priorities, Outcomes,
Sequence, Timing, Agenda,

WHAT IS AGENDA??
A document that outlines the contents of a
forthcoming meeting
Most important element for a productive
meeting

 Chapter Name:________________________________
Date/Time of Meeting:__________________________
Location of Meeting:___________________________

Members Present:
(list all members that attended meeting)

Members Apologies:
(list members that did not attend the meeting)

Guests:
(list any guests that attended such as speakers, or any

potential new members)

Reading and Approval of Minutes:

(specify date of minutes being approved)

Agenda Item #1:

Officer Reports (create separate agenda items for each
officer report)
Discussion: (summarize the discussion at the meeting)
Action: (list any action to be taken by whom and by when)

Agenda Item #2:

Advisors Report
Discussion: (summarize the discussion at the meeting)
Action: (list any action to be taken by whom and by when)

Agenda Item #3:

Committee Reports (create separate agenda items for each
committee report)
Discussion: (summarize the discussion at the meeting)
Action: (list any action to be taken by whom and by when)

Announcements:
(list any announcements made)
Use the Acronym SMART for any agreed
action.

Future Agenda Items:

(list any suggested agenda items that are to
be tabled for the next meeting)

Next Meeting:
(list Date/Time/Location of the next meeting)

Minutes Prepared By:

(minutes of meetings should be written up

and emailed to all members for review within

one week of the meeting. Copies may also be
provided at the next chapter meeting)

Presentation of Minutes
Tabular Form
Continuous Paragraph

 Styles of Minutes
Minutes of Narration
Minutes of Resolution
Report ( describe seconders and movers
)

Listeners,
Thank You for giving
your time and
attention...