Minutes of Meeting in Company Communication

Question 1

They serve to refresh participants’ memories, inform those absent, and help prepare members for future meetings. Unless required by law or policy, are usually summaries, not verbatim transcripts.

Answer 1

Minutes of Meeting?

Question 2

Record all important information truthfully and succinctly.

Document all motions and resolutions word-for-word.

Identify individuals who present motions; noting who seconds the motion is important but their names need not be recorded.

Include outcomes of motions—whether approved or defeated.

Answer 2

Purpose and Content of Minutes

Question 3

ame of the committee or organization

Type of meeting

Date, location, and times of start and adjournment

Names of chairperson and secretary (or substitutes)

Names of all members present

Names of guests and their roles

Reference to the approval of the previous meeting’s minutes

Motions raised, including exact wording, mover’s name, and vote outcome

Reports—name, summary, or attachment/reference if written

Other special concerns or issues raised

Secretary’s signature upon approval of the minutes

Answer 3

Essential Parts of Meeting Minutes (Robert’s Rules of Order, 2005):

Question 4

What to Exclude from Minutes

Answer 4

Detailed discussions; only objective statements of members should be recorded.

Repetitive or lengthy reports—only key points should be included.

Personal opinions or judgments, such as “heated discussion” or “well-done report.”

Criticism or praise, unless part of an official motion or agreed upon by participants.

Question 5

Who Should Write the Minutes?

Answer 5

Usually a member of the organization acting as a note taker, secretary, or recorder.

This person attends the meeting and records proceedings while participating.

Sometimes the same person records every meeting; other times the role rotates among members.

Minute-taking develops leadership, communication skills, and promotes member involvement.