Having meetings, whether physical or online is very important for the management of a business and for the assurance of its development. Owners/CEO’s, Supervisors, Heads and employees are involved in this. Topics such as monthly sales, possible investors, interested clients, product introduction, product development and marketing strategies are some of the important topics that could be discussed in the meeting. With this, it is very important to have minutes in order to be guided in retrieving relevant information the future. This would also serve as a report for the accomplishment of the said meeting.
Secretaries and assistants might be the very person that could be assigned to do this task as the bosses are busy discussing and listening to details to contribute with the decision making of a certain issue/topic. As the secretary or assistant, it might be hard for you to make the Business Meeting Minutes from scratch, you still need to think thoroughly on how to outline it, the elements that should be included, the areas that you need to put more focus on, etc. To ease the burden of making it from scratch, our site is offering you a lot of Business Meeting Minutes Templates, not just this, but also for your Business Marketing Techniques, Digital Marketing Strategies Templates, Accomplishment Reports, Emergency Action Plans, etc. You just need to scroll down, explore and customize according to your preference.
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What Are the Steps in Making a Business Meeting Minutes?
What are Meeting Minutes? Meeting minutes are notes that are recorded during a meeting. They highlight the key issues that are discussed, motions proposed or voted on, and activities to be undertaken. The minutes of a meeting are usually taken by a designated member of the group. So it is very important to have this at every single meeting for the purpose of having everything recorded and retrieved if ever it is needed along time. Now, to think of, what are the most important parts that should be included in making a Business Meeting Minutes and what are the steps in doing it?
If meetings are planned ahead of time, it will be easier for someone to take down minutes from it. The meeting chairman and meeting secretary should go in parallel on what the meeting is about or the agenda and concerns to be raised. This is to prepare ahead the templates and meeting minutes format that will be used in making the said essential document.
If it’s not possible for the chair and secretary to meet and come up with a draft, then it’s up to the secretary to get a copy of the agenda before the meeting starts. The meeting agenda will serve as a guide for how to take notes and prepare the minutes. In addition, the agenda also includes other details, which need to be incorporated in the minutes. They include:
- Names of all the members present – includes guests and speakers
- Documents that may be handed out as the meeting progresses, such as copies of a list of proposals to be voted on
- Topics and Issues to be raised on the process of meeting
- Overall flow of the meeting
When an individual is chosen as the minutes recorder, it’s important for them to know what is expected of them. Therefore, the individual should approach the chair of the committee and ask what their role in the meeting will be. He/she should be fast enough to keep track all the conversations and important points discussed, as well as the opposing motions if there are any.
What is the purpose of the minutes of the meeting?
Minutes serve to both memorialize the actions taken for those attending the meeting as well as for those who were unable to attend the meeting.
Do minutes get approved?
A formal motion to approve minutes of a previously held meeting is usually not necessary; approval can be handled by unanimous consent. Minutes do not become an official record of a meeting until they have been approved.
Are meeting minutes approved or adopted?
If the members of the group agree (usually by unanimous consent) that the written minutes reflect what happened at the previous meeting, then they are approved, and the fact of their approval is recorded in the minutes of the current meeting.
Doing this job is not as easy as counting 1, 2, 3. You need a lot of thinking time to organize everything and beat the average human attention span to record everything that happened and was talked about the entire meeting duration. Nevertheless, this will help you expand your listening and writing skills, as well as develop your organizational skills that is very much needed in your field of work. With regards to being organized, our site also offers you a lot of organizational templates to choose from such as schedule organizer, task organizer, brochures, flyers, posters and any other marketing and organizational office needs. What are you waiting for, avail now!
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