Guidance on Writing Minutes of Meeting and Employee Training Materials

Dear All,

Could you please share any materials on how to write minutes of a meeting to train the employees?

Best Regards,
Anu

Dear Annu,

I don't have any material, but I will just give you an idea of what minutes of a meeting are:

Minutes of meetings are a summary of the main issues being considered, remedies suggested, and they are always presented in points.

Regards,
Srishti

Hi Anu,

I believe one of the best ways is to review the previous minutes of meetings as it is always maintained; it's a statutory requirement of the company. In brief, Minutes of a Meeting typically contain:

1. Agenda of the Meeting
2. The person who chaired the meeting (Chairman of the meeting under whom it was conducted)
3. Attendance: a list of attendees with their signatures later on
4. Points discussed as per the attendance
5. A brief synopsis or summary of the entire discussion in the form of points
6. Concluding notes of the meeting and any points left to be discussed in the next meeting
7. The date and venue of the next meeting

Usually, the above-mentioned items are covered. The format can vary, but the content remains the same. I hope this information is helpful to you.

Regards,
Ashish Jain

Hi Anu,

Typically, the minutes will look something like this:

Minutes of the meeting held on ______
Department: ______

The meeting on ______ was held on ______ at ______ venue. The agenda of the meeting was:
- XXXXXX
- XXXXXX

The following people attended the meeting:
1.
2.
3.
4.
......

The meeting started with ______. The points made were ______. It was agreed that ______. SO and SO supported it. The second speaker was ______, points discussed were ______, and so on.

At the end, the following points were summarized or write the summary:
______________________________________

Hope this helps.

Yogesh Pahuja

Hi Anu,

The format given by Yogesh is absolutely correct and accurate. With due respect, I will add a few more points. At the end, please mention points to be discussed in the next meeting (if any were pending) or points discussed from the previous meeting (if any). This helps in keeping a link between all the minutes of the meeting in the future.

Regards, Pooja

Dear All,

Srishti, Ashish, Yogesh & Pooja, thank you for making it clear. One more question I would like to pose: in case we write the minutes, do we need to fix the responsibilities as well, based on what has been decided, or does the onus lie on someone specific to carry out the action plan? Also, who should be responsible for writing the minutes?

Thank you,
Best Regards,
Anu

Anu,

That is a must in the minutes of the meeting. The onus of responsibility and the persons required to take action have to be mentioned in the minutes. It would be better if you have a column in front of the point to depict the same.

Regards,
Praveen

Here is another sample I came across;

MINUTES

Thursday, September 8, 2005 12:00 pm to 1:30 pm ACE Head Office Boardroom 100 Adelaide Street West, Suite 1302

Toronto, Ontario

Present: Dave Henderson (D.H.) Rob Patterson (R.P.) Dave Lacey (D.L.) Raj Kothari (R.K.) Bruce Nasby (B.N.)

Regrets: Amy Harder (A.H.) Jaime Hurlbut (J.H.)

Ex Officio: Jeff Coleman (J.C.) James Dyke (J.D.)

Be sure to include the initials of all those present for easy reference during the Minutes. Ex Officio refers to people who are present at the meeting, but who are not official Board members (such as ACE Students invited to attend the meeting).

List of Action Items: □ Make discussed change to Minutes of last meeting and distribute to Board within one week (Coordinator) □ Prepare one-pager of results on Fall Semester Used Bookstore and distribute

to Board for next meeting (Project Leader) □ Submit revised recruitment strategy for Winter Semester to Board for next meeting (VP Internal Relations) □ Select Project Leader for Hockey Economics project within two weeks (VP

Education)

□ Distribute approved financial statements for 2004-05 to Board (Finance Committee)

Include a highlighted List of Action Items on the front page of the Minutes for easy reference. The Coordinator should follow up on all action items with those responsible for their completion (in brackets), especially if information or materials related to action items must be distributed to the Board for the next meeting or by a specified date.

Notes on recording the Minutes, in order to keep them short and to the point:

Business Advisory Board – Minutes Template

[ACE Team – Insert mission statement here] Example: ACE’s mission is to advance Canadian entrepreneurship by teaching and igniting Canadian youth to create brighter futures for themselves and their communities.

• To avoid including excess detail in the Minutes, make reference to other documents (project one-pagers, notes of Committee meetings, etc.) • Rather than include “he said, she said” discussions in the Minutes, discuss with the Chair how to manage discussions so that a consensus is reached on all key issues. • Whenever possible, encourage recommendations and action items for inclusion in the

Minutes.

12:00 Welcome and introductions (Chair) • Introduction of Bruce Nasby (B.N.) as newest addition to the Board

12:05 Review and approval of the Agenda (Chair) • Moved by D.H., seconded by R.K.

12:07 Review and approval of the Minutes of last meeting (Chair) • Add R.K. to list of people on the Finance Committee • Action item: Make discussed change to Minutes of last meeting and distribute to Board within one week

(Coordinator) • Moved by B.N., seconded by R.P.

12:12 Update from ACE [Team Name] (J.D.) • (For detailed information, refer to update one-pager) • Start of 2005-06 year with 12 returning members and 7 new members so far

• Main summer project was a “Start Your Own Lemonade Stand” Toolkit • Fall Semester Used Bookstore ongoing, will conclude midOctober • Action item: Prepare one-pager of results on Fall Semester

Used Bookstore and distribute to Board for next meeting (Project Leader)

12:22 Discussion of student recruitment strategy for 2005-06 (J.C.) • Goal for Fall Semester was 12 returning members and 6 new members – goal attained • Goal for Winter Semester is 18 returning members and 10

new members • Recommendation: Revise current student recruitment strategy to attain goal for Winter Semester • Action item: Submit revised recruitment strategy for Winter

Semester to Board for next meeting (VP Internal Relations)

Business Advisory Board – Minutes Template

[ACE Team – Insert mission statement here] Example: ACE’s mission is to advance Canadian entrepreneurship by teaching and igniting Canadian youth to create brighter futures for themselves and their communities.

12:40 Discussion of Hockey Economics project (D.H.) • Introduction of project – result of a partnership between NHL and ACE [Team Name] using D.H. as liaison (D.H.) • Recommendation: First step is to name a Project Leader • Action item: Select Project Leader for Hockey Economics

project within two weeks (VP Education)

1:00 Report from Finance Committee (Chair – J.D.) • (For more detail, refer to notes of last Finance Committee meeting) • Financial statements for 2004-05 released by ACE [Team

Name] in July 2005 • Finance Committee meeting held in August 2005 to review and approve financial statements for 2004-05 • Action item: Distribute approved financial statements for

2004-05 to Board (Finance Committee)

1:20 Other business (Chair) • Note mention of ACE [Team Name] on the front page of the September 2, 2005 edition of The Globe and Mail (R.P.)

1:25 Next meeting/event (Chair) • Next meeting on Thursday, December 8, 2005 from 12:00 to 1:30 pm • Next event is the ACE [Team Name] Open House

(networking function) on Friday, September 30 at 4:30 pm

1:30 Adjournment (Chair)

Cheers

Prof.Lakshman

Hi Anu,

I believe the entire responsibility for the minutes of the meeting lies with the Company Secretary. He or she is responsible for maintaining these kinds of statutory obligations. In cases where the company has a Company Secretary (CS), this individual holds the responsibility. Otherwise, anyone appointed and authorized by the Board of Directors can take on this role.

Regards,
Ashish Jain

Please find a sample of my organisation

Reference (As per your practice) Dated:………………



Subject: Minutes of the ………………. meeting held ……………..



Chair: …………………

Participants: …………………………..



A meeting of the ………………….was held on ………..at ……………... The meeting was presided over by the …………………..and the above mentioned professionals were present in the meeting.



Agenda 1: …………………..



Decision taken in the last …….. meeting regarding ……………………………………………



Decision: …………….now



Agenda 2: …………..



Decision taken in the last …….. meeting regarding ……………………………………………



Decision: ……………………………now



Agenda 3: ………………………………..



Decision taken in the last …….. meeting regarding ……………………………………………



Decision: ………………… Now

Agenda 4: ……………



Decision taken in the last …….. meeting regarding ……………………………………………

Decision: ………now



Agenda 5:…………………….

Decision taken in the last …….. meeting regarding ……………………………………………



Decision: ………….now



Agenda for next meeting.

Date for next meeting.

The meeting ended with thanks from and to the Chair.



Name (chair)

Designation (chair)

Information to: 1. Mr. 2. Mr. 3. Ms. ………..

Distribution: 1. Mr. 2. Mr. 3. Ms. ……

Thank you for the help. Even though I have to write a brief minute and give it to my State Coordinator. If you come across any format related to workshops of development organizations, then please post it.

Ankur Dixit
ankurdixit10@gmail.com
Lucknow

Look here, the last one is quite good. ;)

[Google](http://www.google.co.uk/#hl=en&safe=off&q=%22How+to+take+m inutes%22+filetype%3Appt&meta=&fp= 65a6334453af9707)

Dear all,

I, Madhanagopal, recently registered with CiteHR. I am looking for the best sample of professional minutes of the meeting.

Thanks and regards,
Madhan

Hi,

Can you please help me in drafting the email to the employees to attend one-on-one sessions?

Regards,
Kavitha.A.P

Hi,

I am working as a quality manager for a software provider company, and I have to conduct one-on-one sessions with the employees. I need to draft an email. Kindly help me with what should be added to draft the email and can you please send me the email format?

Thank you,
Kavitha A.P

Thanks to all for shedding light on the issue. It was very good, and thank you for sharing your knowledge and experiences. Otherwise, there are numerous people who are busy posting other kinds of fun stuff, etc.