Definition and Discussion of the Minutes of a Meeting

Definition and Discussion of the Minutes of a Meeting In business writing, minutes are the official written record of a meeting. Minutes serve as a permanent record of  the topics considered, conclusions reached, actions taken, and assignments given.   Minutes may be kept by any individual in attendance at a meeting and are usually distributed to all members of the unit represented at the meeting.Minutes are generally written in the simple past tense. The Main Parts of Meeting Minutes Many organizations use a standard template or a special format for keeping minutes, and the order of the parts may vary. HeadingThe name of the committee (or other unit) and the date, location, and starting time of the meeting.ParticipantsThe name of the person conducting the meeting along with the names of all those who attended the meeting (including guests) and those who were excused from attending.Approval of previous minutesA note on whether the minutes of the previous meeting were approved and whether any corrections were made.Action items (including unfinished business from the previous meeting)A report on each topic discussed at the meeting. (For each item, note the subject of the discussion, the name of the person who led the discussion, and any decisions that may have been reached.)AnnouncementsA report on any announcements made by participants, including proposed agenda items for the next meeting.Next MeetingA note on where and when the next meeting will be held.AdjournmentA note on the time the meeting ended.Signature lineThe name of the person who prepared the minutes and the date they wer e submitted. Observations A good set of minutes  can give the group a sense of progress; incoherent jottings (which may more closely resemble verbatim transcripts) leave everyone bewildered.(David R. Buchanan, An Ethic for Health Promotion: Rethinking the Sources of Human Well-Being. Oxford University Press,  2000)In writing minutes, be clear, comprehensive, objective, and diplomatic. Do not interpret what happened; simply report it. Because meetings rarely follow the agenda perfectly, you might find it challenging to provide an accurate record of the meeting. If necessary, interrupt the discussion to request clarification.Do not record emotional exchanges between participants. Because minutes are the official record of the meeting, you want them to reflect positively on the participants and the organization.(Mike Markel, Technical Communication, 9th ed. Bedford/St. Martins, 2010)Guidelines for Writing Meeting Minutes- The recorder should be able to write the minutes in near final form as the meeting prog resses.- The minutes should focus on results and agreed-on actions. . . .- The minutes should be highly summarized, not a burden to read. Be brief; summarize outcomes and points of agreement and disagreement; dont record detailed input.- Avoid writing minutes for the purpose of informing those absent from the meeting.- Write the minutes soon after the meeting and distribute them promptly (within a day or two).(Murray Hiebert and Bruce Klatt, The Encyclopedia of Leadership: A Practical Guide to Popular Leadership. McGraw-Hill, 2001) The Lighter Side of Minutes Russell Stringer  Bell:  [W]hat is that?Sean Shamrock  McGinty: Robert Rules say we gotta have minutes for a meeting, right? These the minutes.Russell Stringer Bell:  [I]s you taking notes on a criminal . . . conspiracy?(Idris Elba and Richard Burton in Straight and True. The Wire, 2004)