Collaboration is paramount for every group or team that aims to achieve whatever goal they may set for themselves. Members and the leaders alike, should be able to establish a clear medium for communication with each other, especially within the group itself. This can be achieved by gathering feedback from one another, especially between the leaders and the members. Everybody has to be able to participate in every decision making process and just keep everyone up to date. This is important to keep everybody well informed, on track, and up to date with every decision the leaders or the whole group would make. That is why meetings within the group are necessary. To communicate with one another, talk about the projects with everybody present, and gauge the overall status of the entire group. But meetings are really not effective solely on their own. You also have to make sure that the circulation of information don’t just stay stagnant within the walls of the meeting room. It needs to be recorded, summarized, and disseminated. That is why in every group meeting, group meeting minutes should be drafted and present.
Minutes of the meeting are documents that contain notes that have been recorded during the duration of the group meeting. This help highlight and record the key issues that have been discussed, motions that have been approved or declined, items that have been voted upon, and the tasks or activities that need to be completed. It acts as an outline of the events that transpired during the meeting, and also a written record for those who were unable to attend, and for the members that was not part of the meeting. It’s a relatively important tool to have, especially for more important meetings like emergency meetings and project meetings. Minutes can help disseminate these information to the rest of the group or organization and also act as a reference point for the next official meetings. To acquaint yourself properly with the document, see what it looks like and how it works, check out these group meeting minutes samples that we have listed down below. After that, you can then use these samples as a guide or even as a template for when you will draft your own minutes of the meeting.
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What Is a Group Meeting Minutes?
Group meeting minutes are essentially just minutes of the meeting that is specific for group meeting use. These are official documents that contain a written record of whatever topics were discussed or events that have transpired during the duration of the group meeting. Not only that, minutes can have multiple purposes as well such as tracking overall progress, provide details for future projects, and serve as a solid reference point for the entire group. It reflects details such as the attendance of the meeting, the record of motions made, and the votes if there was anything to be voting upon. It’s essentially an official summary of what has happened during the meeting. A record of actions, not of words or verbatim speeches. Only a summary of what has been said. Usually an individual is designated to take not of the minutes of the meeting, most of the time the secretary of the group.
What Should Be Included in a Group Meeting Minutes
The designated taker of the minutes of the meeting should have a perfect idea of what their task is and the overall format of the document that they will follow. Whenever unsure, they can choose to approach the group leader or president to make some clarifications about the parameters in writing. For example, if there will be voting present in the meeting, they can ask whether they’ll include the names of the voters or not. And before actually writing any information down, they have to be familiar with the information that they will be taking down, gauge which is important and not important. Some groups choose to have their own formats in writing official documents such as these, regardless, a minutes of the meeting will usually include most, if not all of the following details.
- Write the exact date and time of when the meeting took place, and follow a proper dating format
- List the names of those who were able to attend, those who were late, and those who were absent.
- Motions regarding the previous meeting’s minutes
- Just jot down the general reaction and confirmation regarding the minutes of the previous meeting and the agreed upon agenda.
- Decisions and motions regarding the current agenda
- Activities agreed on
- Steps and proceedings
- Outcomes of voting
- Motions approved or denied
- Old, new, and current issues or businesses
- The details for the next official group meeting
Once the meeting ends, the designated member should gather all the resources they need to be able to write the minutes clearly and comprehensively. Just writing the information down on a piece of paper is not a minutes of the meeting, it’ll just be pieces of information on a sheet of paper. They actually have to try and organize all the information summarizing it and making it presentable. Following a chosen format or one that has been provided by the leader of the group. Make sure to draft the final minutes of the meeting while everything is still fresh in your mind. Review the motions and outline the rest of the important information present, and clarify whenever you are unsure.
What are the benefits of group meetings?
- Ensure that the team is on track and aligned with their goals
- Strengthen relationships within the team
- Share information and encourage discussion
- Exchange feedbacks and opinions regarding projects and ideas
- Be able to showcase leadership and cooperation
What are helpful tips for taking the minutes of the meeting?
- Use a template like the ones we’ve provided above
- Take note of people’s attendance as soon as they arrive
- Create an organized list of attendees
- Keep track of the events as they happen
- Seek clarification when unsure or confused
- Make sure that the notes that you are making is clear and easily comprehensible
Who organizes the meeting?
Usually the president, head, or chairperson of the group.
Minutes of the meeting are usually sought after documents due to their ability to provide a clear record of the main points and topics that have been raised during the meeting. Especially for groups with a relatively large scope of project that they are working on.
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