![]() Offer legal protection: Auditors, the courts and the IRS consider meeting minutes official records of the actions of an organization and its board.Provide structure: Facts, decisions, votes taken, conflicts, attendees and other important details can be retrieved if needed.Well-organized and thorough meeting minutes offer a number of advantages. Keep notes or minutes in folders organized by date for easy retrieval. Once the minutes are approved or complete, share them with participants and absent team members via email. Official meeting minutes for board meetings must be approved by the meeting chairperson in order to be filed as an official record. This will ensure that you recorded everything accurately and thoroughly. If you are taking notes for reference and the meeting is very important, ask another person on your team to review. Save documents in a consistent naming style.Attach documents discussed as an appendix.Note speakers or participants if you are documenting a discussion.It is best to start formatting right after the meeting when your mind is fresh: Record the discussion with your phone or meeting software if appropriate.Ask for repetition or clarification if necessary.Write notes in a simple manner instead of trying to keep up word-for-word.Note participants as soon as they join the call or enter the meeting room.Create or use a template for regular meetings.Items to be discussed during the next meeting.Expected actions from teammates by the next meeting. ![]() Here is a list of important information that note-takers may wish to include in meeting minutes: These tips can help note-takers get started: Note-taking is a skill that can be improved over time. Provide “takeaways” for meetings that are informational.Serve as a record of discussions for future reference.Inform absent team members of the discussion and decisions made.Meeting minutes document the most important points discussed during a meeting.
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