Collaboration is a must in every team, company, or organization. The members and the leaders should be able to establish this clear medium for communication by gathering routine feedback from one another. Everybody affiliated with the business, especially team leaders and managers, must be able to view and participate in the decision making process of the whole administration. That is why administrative meetings are necessary to keep the whole team and all its members informed and up to date, and tackle administrative issues together for maximum efficiency. And speaking of maximum, holding meetings are not enough, you also have to be able to keep track of the whole meeting making sure that everything that transpired for the duration of the meeting is taken into account. Meeting minutes are just as important as the meetings themselves.
Meeting minutes are the notes that have been recorded during the meeting. These highlight the key issues that have been discussed, motions that have been proposed, things that have been voted on, and activities that need to be done. It serves as an outline and a written record for everyone that was unable to attend and to be used for future reference. Minutes essentially cover what happened and what decisions were made. It is a crucial tool for communication in and around your organization. Especially for administrative purposes, when important decisions have to be made that will greatly affect the whole organization, minutes of the meeting can help disseminate the information that have been covered during the duration of the administrative meeting. To properly get acquainted with the document, check out these administrative meeting minutes samples that we have listed right below. After getting yourself familiar with the document, you can then use these samples as a guide or even as a template for your own administrative meeting minutes.
10+ Administrative Meeting Minutes Samples
1. Administrative Council Meeting Minutes
2. Administrative Council Members Meeting Minutes
3. Administrative Services Council Meeting Minutes
4. Joint Administrative Council Meeting Minutes
5. Administrative Committee Meeting Minutes
6. Administrative Board Meeting Minutes
7. Administrative Public Meeting Minutes
8. Administrative Team Meeting Minutes
9. Administrative Affairs Council Meeting Minutes
10. Administrative Council Business Meeting Minutes
11. Sample Administrative Council Meeting Minutes
What Is an Administrative Meeting Minutes?
Administrative meeting minutes are more than your usual accounting of regular meetings. These serve as official and legal record of the meeting of the whole administrative body. Minutes are used in a wide variety of ways including but not limited to, tracking progress, detailing future plans, and to serve as a solid reference point. Minutes should also reflect a record of the motions, votes, and absents or tardiness of the members of the administration. Its essentially the official summary of what transpired during a meeting. It’s a record of actions of the board, not a record of everything that was said. It’s more of a transcription of the events and what was discussed, not literally verbatim, but more of a summary. A designated member of the group is usually appointed to take the minutes of the meeting. Their task is to provide an accurate record of everything that has transpired.
What Should Be Included in an Administrative Meeting Minutes
When an individual is appointed as the taker of the minutes of the meeting, it’s important for them to clearly know what their task is. Therefore, they should approach the head of the admin and ask what their role actually is. For example, if voting will happen during the meeting, they should clarify whether or not they’ll include the names of those who voted for and against. And before recording any actual details, the designated person should be familiar with the type of information that they have to record. Some administrations and organizations may have their own specific format to record notes, but a minutes of the meeting would usually include the following details.
- Date and time of when the meeting happened
- Name of attendees, and those who are absent
- Acceptances and amendments mate to the previous meeting’s minutes
- Decisions made regarding each item present on the current agenda
- Activities agreed upon
- Proceeding steps
- Outcome of voting
- Motions that have been accepted or rejected
- New and recent business
- Date and time for the next meeting
Once the meeting ends, the person appointed should be able to get the resources they need to be able to write the minutes in a clear, presentable manner. Make sure to write the minutes while everything is still fresh in your mind. Review the overview and outlines that have been established earlier and add or clarify information when necessary. And finally, make final revisions making sure that they’re clear and concise.
What should be included in the minutes of a meeting?
The minutes should be able to include the title of the organization and administration, the date, time, and venue, the attendance of the attendees, the person designated to take the minutes, and of course, the agenda.
What are helpful tips for taking meeting minutes?
- Use a template
- Take attendance as people arrive
- Make introductions or create a list of attendees
- Keep track of the moves, activities, and the choices as they happen
- Seek clarification as needed
- Notes that you are making have to be clear and concise, not complete sentences or verbatim.
What does admin mean?
Admin is simply short for ‘administrator’. It’s commonly used in speech or online to refer to the people in charge of the board.
Minutes of the meeting are crucial because they provide a record of the main points and motions discussed during a meeting. Especially administrative meetings where decisions made usually affect the company and organization in a much larger scale and involves drastic decisions such as management changes and such.
FREE 9+ Sample Policy Manual
FREE 7+ Sample Administrative Assistant Resume
FREE 7+ Medical Administrative Assistant Job Description Samples
FREE 7+ Sample Medical Assistant Job Duties
FREE 7+ Sample Administrative Assistant Cover Letter
FREE 7+ Administrative Assistant Reference Letter Templates
FREE 6+ Team Meeting Agenda Samples
FREE 6+ Sample Executive Administrative Assistant Resume
FREE 6+ Sample Office Assisant Cover Letter
FREE 4+ Admin Assistant Cover Letter Templates
FREE 14+ Sample Marketing Assistant Job Descriptions
FREE 10+ Charity Meeting Agenda Samples
FREE 9+ Sample Administrative Assistant Cover Letter
FREE 9+ Management Analyst Job Description Samples
FREE 9+ Administrative Assistant Cover Letter Templates