What is a Committee Meeting Minutes?
Meeting minutes are the documents written or documented, which is used to remind participants and non-attendants about what was addressed or what occurred throughout a meeting.
How to Make a Committee Meeting Minutes
According to smallbusiness.chron.com, writing your business meeting minutes will surely require time and effort. Still, if you consider creating one as a way to avoid discrepancies among the organization, then it will become enjoyable stuff to do.
If you think you can't make it within your own, then you can freely use the outlined steps below. Here's how!
1. Provide an Attendance Sheet
Once all are present, provide a single document with space for every person to sign their names and contact details. After the session, you can utilize this to fill out your template's attendance form, or add the sign-in paper to the finalized minutes. If you're not acquainted with some of the attendees, then sketch a seating plan and fill this out as you ask everybody to tell about themselves.
2. Use a Template if Necessary
When preparing for the company meeting, record the company name, the session date and location, and the kind of meeting. List down the time of induction when the meeting starts. Document these details at the upper portion of your meeting minutes if you don't have a template. If the meeting was scheduled for a specific function or at a special time, just save the message sent out for participants to be alerted. After they're copied and pasted, you can add it to the minutes.
3. Write Down the Result of the Motions Made
Most official meetings will start with a motion to introduce an agenda. So if the meeting begins with another motion, transcribe all the same pertinent data. When you can not document them correctly, you can ask for extensive proceedings to be filed in writing. When you decided to create the agenda, you could be the decision-maker of this motion and the minutes' secretary. That's okay; there's no issue documenting your own acts so long as you can keep unbiased.
4. Document Pertinent Motions
Pay close attention to all the conversations but don't document them (unless told otherwise!). Document the pertinent information when specific motion is being made. Note, every motion must have the full wording of the motion, the mover's identity, and the outcome of the vote. If you don't have the chance to get the mover's identity, politely interrupt the session to ask. Thus, precise documentation of details is sufficiently important to warrant a slight interruption.
5. Listen to Reports
Document the name of the article and the individual reading it when a document, news update, or similar material is recited. If a motion is added, log it as possible. Obtaining a duplicate at the end of the meeting is best done. Keep a record demanding a copy afterward from the participant or the meeting manager. When translated, you must add a copy for each document to the notes.