Record and produce minutes of meetings

Recording meetings and discussions.

A business traineeship will give you the skills to record and produce useful minutes of meetings.

Accurate recording of meetings and discussion is very important in any meeting because:

  • it provide a transcript of the meeting
  • people can review what they said and what they are committed to do
  • any dispute arising from meetings can, in most cases, be resolved through the minutes of the meeting
  • people are more accountable if they are aware that somebody is documenting the outcomes of the meeting

The only minutes at present that record every word that is discussed in a meeting is Hansard, which is a daily record of all discussion time in Parliament and the official transcriptions of court proceedings.

To record minutes for a meeting all that is required is that you accurately record the major points of discussion, some deferent points of view and the outcomes of each discussion. The minutes will reflect the agenda in that the points on the agenda will correspond to the written discussion of the minutes.

In heated discussion or if there is a point that has some controversy, then you need to include more been dialogue in this instance. If you are not taking down the required information, then you can interrupt the meeting and review the content of the meeting.

You should ensure that minutes include:

Items for discussion

Important to include the issues that were discussed at the meeting even if there were no decisions taken about them. This ensures that they do not get lost and that it is easier to pick up later on these issues.

Decisions

Decisions must be clearly noted so that everybody is aware of the decision and so that there is a written record. Human memory and human perception are notoriously unreliable, and it is not productive for later meetings to be concerned with trying to come to a consensus on just what an earlier decision was.

Actions

As with decisions, it is vitally important to record the actions that will happen as a result of the decision. Recording the actions allows you to check whether the actions have been followed through.

Timelines

It is also important to indicate a timeline by which actions must be completed. This again allows you to check whether the action has occurred within the set timelines.

Persons responsible for the actions

Actions that flow from decisions must be carried out by a person. By recording this information in the minutes there should be little doubt about who is responsible. This allows for checking that the decision has been implemented. Far too often, organisations do not record this basic, yet vital, information and then spend unproductive time working out whether anything has happened and who should have been responsible.

Undertaking a traineeship in business studies will assist you take accurate minutes of meetings.



 

 

X