Collaboration is a particularly important component for every team, company, or organization to consider. The members of the organization along with their leaders, should be able to establish a clear medium for communication by routinely gathering enough feedback from one member to another. Everybody that is directly affiliated with the group, especially leaders and supervisors, must be able to easily view and participate in the decision making process of the admin and the rest of the governing body.
That is why routine meetings are necessary for teams, groups, and organizations. To keep all of its members and the team as a whole on track for whatever project they may be working on, informed about new motions that are to be passed, up to date with the current status of the team, and make decisions together for maximum effectiveness and efficiency. But holding routine meetings, sometimes are not quite enough. You have to be able to keep track of the meetings you hold and make sure that everything that has transpired throughout the meeting is properly recorded and taken into account. That is why minutes of the meeting are just as important as the meetings themselves.
Minutes of the meeting are the notes that have been recorded by a designated person for the duration of the meeting. This written document highlight the issues that have been covered and discussed, motions that have been raised and proposed, items that have been voted on, and the tasks or activities that need to be worked upon. It serves as an outline for those who have not been able to attend the meeting and to keep track of the events transpired and decisions that have been made during the routine monthly meeting. It essentially covers what happened and what decisions were made, presented in a clear and summarized manner.
It’s a relatively important tool to have, especially in an organization with a huge governing body and even larger total number of members. The minutes of the meeting can easily help with the dissemination of the information to the rest of the members, especially those who were not present or who were not included in the meeting was for the organization leaders only. It can also be used as a reference point for the next routine meetings that will take place in the future. To properly acquaint yourself with the document, what it looks like and how it works, take a look at these monthly meeting minutes samples that we have listed down below. After having reviewed the document, you can then use these samples as a guide or even as a template for when you are drafting your own minutes of the meeting.
10+ Monthly Meeting Minutes Samples
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11. Standard Monthly Meeting Minutes
What Is a Monthly Meeting Minutes?
Monthly meeting minutes are just simply minutes of the meeting. Specifically for organization meetings that happen periodically once a month. These official documents contain a written record of the meeting of the entire group, organization, administration, or faculty. The document can serve a variety of different purposes such as tracking the progress of a project that the organization is working on, provide details for future activities, and serve as a reference point for the next meetings in the next month. It also reflects the record of the motions and their conclusions, votes that have been passed, and the total attendees of the meeting. Overall, it’s an official summary the events that have transpired in the meeting itself, not necessarily a verbatim record, but more of a summary of events. A designated member of the team is usually assigned to draft the minutes of the meeting, though most of the time it’s the secretary’s role to do so.
What Should Be Included in a Monthly Meeting Minutes
The designated individual to take down the minutes of the meeting should have a clear idea of what their assigned task is. If ever they are unsure, they should approach the head of the faculty and ask them what the parameters are for the minutes and the format to be used. A good example here is when the meeting is set to have to vote on something, they should clarify whether or not they have to take note of the names of those who voted for and against or to just disregard that. Some organizations may have their own specific format or way to take down the minutes, but essentially it should include the following details listed below.
- Exact date and time of when the meeting was. Following a proper dating format.
- A list of those who were present, those who were tardy, and those who were not able to attend.
- Clarifications from the previous meeting’s minutes of the meeting
- What the decisions were regarding the previous meeting, any clarifications made and the acceptances as well.
- Decisions and motions regarding the current agenda
- Activities that have been agreed upon
- Steps and proceedings
- Outcomes of the voting processes
- Motions approved or denied
- Recent and accomplished businesses
- The details for the next monthly meeting
Once the meeting has ended, the appointed member has to immediately gather the resources they need to be able to write the minutes clearly and comprehensively. Just jotting down the information and the things that have been said is not enough for a minutes of the meeting, you have to actually try to write it according to the format provided, or at the very least follow a sensible order. Make sure to write the final minutes of the meeting while the information is fresh in your mind. Review, outline the motions and decisions made, and clarify pieces of information if you are unsure. Make the final revisions just to make sure that everything in your document is clear and concise.
What should be included in a minutes of the meeting?
The minutes should cover at least the most basic information about your group or organization. Name, date, time and venue of the meeting, the name of the appointed minutes taker or the secretary, and the general agenda.
Who should approve the written minutes of the meeting?
Minutes are to be signed by the secretary of the organization, of if customary, may also be signed by the president of the org.
What are helpful tips for taking the minutes of the meeting?
- Use a template like the ones we’ve provided above
- Take note of the attendance as people arrive
- Make introductions for the meeting
- Keep track of everything that is happening, every motion approved or denied, and just about everything else as they happen
- Seek clarification if needed
- Make sure that the notes that you are taking are easily understandable and concise
Minutes of the meeting are crucial because they serve as a clear official record of the points and motions that have been passed or discussed during the duration of the meeting. For more specific iterations of the minutes of the meeting, feel free to explore our website for more tips and templates.
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