14-02-2011II BA HistoryMinutes Writing Continued

Good Afternoon All

Minutes Writing

MINUTES WRITING

It is the record of what happens in a meeting in words

It helps in resolving issuesIt helps as a guide for the progress of a

firmIt is an authentic recordThe word minutes is used in plural form

Minutes consists of:

Time Date Place of meeting List of Attendance Agenda Name of the person writing minutes Decisions taken Future action plan Time Limit

FORMAT OF MINUTES

1. Heading

2. Name, Date, Place

3. Members Present

4. Members Absent

5. Agenda

6. Decision Taken

7. Agenda for next meeting

1.Heading

2. Name Place and Date

3. Members Present1.2.3.4.5.6.7.8.9.10.

4. Members Absent1.2.3.

5. Agenda1.2.3.4.

6. Decision Taken1.2.3.4.

7. Agenda for next Meeting1.2.3.

1.Heading

2. Name Place and Date

3. Members Present1.2.3.

4.Absent.5. Agenda

1.2.3.

6. Decision Taken1.2.

7. Agenda for next Meeting1.2.

Lake Resorts4 pm 17th August 2010Members Present1. Akash Kumar2. Sunil Verma3. Joseph Thomas4. Abdul Hameed5. M. Alfred Jebaraj6. Christina Lara7. Daphne8. MalaAbsent: L. Srinivasan and Anuja, K.

Agenda1. Managing revenue loss2. Salary Demand3. New Business

Decision Taken1. Cutting unnecessary expenses2. Reducing the allowances3. Increase in salary after 3 months4. Starting New business next year

Agenda for Next Meeting1. Review of financial status2. Expansion of Business

Minutes Writing GuidelinesFor Business Meetings

Heading and agenda

The top of the page should carry the document title Minutes of the Meeting of the Board of Directors

Under the title indicate the date, time and location of the meeting

This information should be easy to read

The agenda is another useful bit of information that should be easily seen

It will give you a quick idea of what went on in the meeting

Record the Attendees

Indicate who is and who is not attending the meeting

Some boards require indications of why members are absent

Reports

Record the reports under different categories

Record who raised major issuesRecord who proposed or seconded any

motionAlso record who voted for and against

Discussions

Record discussions of any ongoing projectRecord new proposals and

announcements

Next meeting

Record the date of the next meeting Record the move to adjournMake note of the votes for and against

Tips for Writing Minutes

Identify what the meeting is about.  Use the agenda to format the minutes The note taker should not be a participant Keep your minutes brief and to the point Attach any documentation given out at the

meeting

Effective Minutes

Should be preciseShould not be biasedShould be clearRecords should be maintained properlyRelevant documents should be attached

More Exercises Later