In every business, company, organization or team, collaboration and cooperation is paramount. Especially in workspaces like offices where it generally requires a lot of people to operate fully and efficiently. It’s important to be able to establish a clear medium of communication for everyone by routinely gathering feedback and information from other officemates. Everybody that is a part of the company or organization, must play some part, no matter how small, in the decision making process of the company. That is why to keep all operation smooth and progress consistent, a company will hold regular or routine meetings that discuss the current state of the company and talk about the things that might be improved.
Of course this is all vital because it directly affects the company and how it operates. But a meeting is essentially ineffective if there is no way to communicate the information that has been discussed to the rest of the workforce. That is the purpose of the minutes of the meeting. A document that is just as important as the meeting itself.
Minutes of the meeting are notes that have been taken down during the meeting and then summarized into a single document. It highlights the issues that were covered, things that have been discussed, motions raised or approved and rejected, things that have been voted on, and the tasks that need to be completed in a given amount of time. Not only does it store information, it also serves as an outline of summarized items that can be useful for those who were not able to attend the meeting. It covers what happened and what decisions were made that directly affects the whole office space. Presents all of these in a clear and summarized manner.
It’s a widely important tool/document to have, especially in a huge workspace that has a lot of employees. You’ll need to keep everyone informed and in check. Minutes of the meeting can do all of that and more. To properly acquaint yourself with the document, what it looks like and how it works, check out these office meeting minutes samples that we have listed down below. After getting yourself familiar with the document, you can then use these samples as guides or even templates for your own office minutes of the meeting.
10+ Office Meeting Minutes Samples
1. Land Office Meeting Minutes
2. Office Safety Meeting Minutes
3. Office Board Meeting Minutes
4. Education Office Meeting Minutes
5. Office Virtual Meeting Minutes
6. Office Committee Meeting Minutes
7. Registrar Office Meeting Minutes
8. Broadband Office Meeting Minutes
9. Office Development Meeting Minutes
10. Office Commission Meeting Minutes
11. Office Project Meeting Minutes
What Is an Office Meeting Minutes?
Office minutes of the meeting are just simply like regular minutes of the meeting. The only difference between them is that office meeting minutes specifically contain what went on an office meeting. It’s only a matter of content and circumstance, they’re mostly jut the same document. They contain a written record of the office meeting and can be used for a multitude of purposes. From being used as a progress tracker, provide details for future tasks that might need to be accomplished, and serve as a solid reference point for the next official meetings.
It contains a record of the motions made in during the meeting, things that have been voted on, motions passed or denied, and the attendance of the meeting. It’s essentially a summary, not of verbatim words but of events. A summary of what happened and what were discussed, not the things that were said. The task is usually delegated to a person to write the minutes, usually the office secretary or personal assistant of the manager.
What Should Be Included in an Office Meeting Minutes
The person tasked to take the minutes of the meeting should be perfectly aware of the task that they need to accomplish. If they have questions about the writing process, then they should clarify that with their manager or the office president or the presider of the meeting. They should have a clear grasp of what format they will be using and what parameters they are working with. Like if there will be voting during the meeting, they should clarify whether they have to include the names of the voters in the tally, that sort of thing. Regardless of format, a minutes of the meeting should contain the following components.
- Date and time of when the meeting took place should be reflected, following a proper dating format
- A list of the people present, and a list for those who were absent or tardy
- Motions from the previous minutes of the meeting
- All should agree on the minutes of the previous meeting. Note every discussion or clarifications made.
- Decisions and motions of the current agenda
- Activities and progress that need to be done
- Steps and proceedings
- Outcomes of the voting, if ever there was one
- Motions raised and whether they have been approved or not
- Recent businesses accomplished
- Details for the next meeting such as venue and agenda
Once the meeting has adjourned, the appointed member should be ever to gather the resources they need to write the minutes in a clear and concise manner. Plainly writing the information down will not suffice, you actually need to try and draft it properly. Review and outline all the information present, and seek clarification for the information if you need it.
Who should approve the minutes of the meeting?
It is customary for the secretary to draft and sign the document, but if a company or organization deems it necessary, then it may also be signed by the president.
Is an office job good?
If stable work environment and traditional working hours is your thing, then office work is likely a good fit for you.
What are helpful tips for taking the minutes of the meeting?
- Use a template like the ones we’ve provided above
- Take note of everybody’s attendance as they arrive
- Create a list
- Keep track of the things as they happen
- Seek clarification if needed
- Make sure that notes are concise and comprehensive
Minutes of the meeting are widely important documents because they keep everyone on track and they keep track of everything else. Its a clear record for the company to have and can be extremely useful for archival purposes.
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