How to Create an IT and Software Meeting Minutes in Microsoft Word?
According to AllBusiness.com, meeting minutes can serve as a guide in measuring the progress of an objective and tracking who's accountable to perform each task. Since your IT and software company's projects and operations are complex, there should be a meeting minutes document for every staff meeting. Here's our short guide on how to create them in MS Word.
1. List the Attendees
To make things clear on who attended a particular staff or board meeting, make sure to list them down in the meeting minutes document. It will also serve as an attendance log.
2. Enumerate the Agendas
To keep each attendee posted about the meeting's purpose, enumerate its agendas. The agendas are the main objectives of the meeting. It's advisable to list them down from the most urgent down to the least urgent or make a quick checklist about these urgent requirements.
3. Record Significant Points
As the meeting progresses, the attendees will pitch ideas, methods, and solutions to achieve certain goals. If the other attendees agree and acknowledge them, then they're considered as significant points, and you must record them. These points may well play a crucial role in the success of projects and day-to-day operations.
4. Establish Action Items
As professionals, we all know that steps must be made to arrive at the desired destination. For the case of your meeting's agendas, these steps are the action items that you must input on the meeting minutes document. These items will serve as a sort of action plan or roadmap in achieving objectives.
5. Implement Due Dates
Time is gold in the business world. With that in mind, each action item in the meeting minutes document must have a due date. It ensures that particular tasks will be performed and finished on time. Set the due dates on your IT and software company's schedule or calendar.
What Is an IT and Software Meeting Minutes?
An IT and software meeting minutes is just like any other meeting minutes document. The only difference is that it's utilized by an IT and software company. Meeting minutes are documents that contain written records of a meeting's agendas, findings, and action plans.
How to Validate a Meeting Minutes Document?
The chairperson or chairman of the meeting is the authorized individual to validate a meeting minutes document. To do so, he/she must affix his/her signature as proof that the meeting minutes document is accurate.
What Factors Must Be Excluded from a Meeting Minutes?
Comments and statements expressed by the attendees that are judgmental and opinionated must be excluded from a meeting minutes document. Only information and data that were neutrally agreed upon must be recorded. In doing so, the relevance of the meeting minutes is solidified.
Can the Contents of a Meeting Minutes Be Changed?
Yes. Changes can be made on a meeting minutes even after they have been signed by the chairman for approval. Keep in mind that meeting minutes must contain accurate information. If there are mistakes, it's mandatory to correct them accordingly. So once there's a green light to revise a meeting minute, don't waste time in doing so.
Who Writes a Meeting Minutes?
The individual who writes meeting minutes is a minute taker. A minutes taker could be someone who's a professional notes taker or merely a meeting attendee assuming the role. In some instances, a secretary is responsible for writing meeting minutes.