Elements of Minutes of Meeting- Parts of Simple Meeting Minutes Format

Elements of Minutes of Meeting, Parts of Simple Meeting Minutes. How To Write Effective Official Minutes of Meeting. The essential elements of meeting minutes are company or organization name, date, time & location, opening, list of attendees, list of absent, agenda, discussion, note, action items, adjournment, submitted by, approved by, also documents.

Elements of Minutes of Meeting

Minutes of Meeting

Meeting Minutes means the formal official written record of the meeting’s activities of a company, organization, or group. It is also known as meeting minutes or minutes or notes (informally) that are taken during the meeting. Meeting minutes are also written notes that record whatever happened during a meeting, to keep remain of what was decided throughout the meeting so that you can revisit it and apply it to inform future decisions. Minutes intend to take note elaborately during meeting time regarding attendance, what is the topic of discussion, who is responsible for which task, how to take action to solve the problems, and vision and mission. Taking Minutes of Meeting with specific notes is an essential part of every formal meeting discussion.

Types of Minute Meeting

The two types of minute meetings are Physical meeting minutes and Online meeting minutes. Physical meeting minutes include the location and venue of the meeting where it takes place. On the other hand, Online meeting minutes include the online meeting platforms in which the meeting has been conducted.

Now many organizations, educational institutes, and social worker groups are conducting online meeting due to the COVID-19 Pandemic. The top 10 free online meeting platforms are Google Meet, Zoom Meeting, Microsoft Team, GoToMeeting, Skype, Cisco Webex Meetings, Join.me, Adobe Connect, Uber Conference and Ring Central Meetings. The example of physical and online meeting minutes have been discussed here for better understanding.

 Advantages of Minutes of Meeting

Firstly, Minutes of Meeting record the exact date, time, location, and activities of the meeting. It is one kind of formal evidence that narrates your whereabouts Also, it keeps clear evidence of attendees who attended the meeting and who didn’t attend.

Further, it takes note elaborately regarding what is the agenda and discussion topics, who is going to take responsibility, and how to solve the problem or achieve goals. Usually, group discussion doesn’t have a long attention span also members tend to be indulged with side-tracked. So, minutes help to divert from side-tracked and facilitate to keep on track.

Furthermore, minutes represent the list of action items, and adjourning time means when the meeting was dismissed. Typically, the action list indicates members’ consciousness about performing respective duties on time properly.

Finally, the minutes of the meeting state information regarding upcoming scheduled with specific time and date, and carry the names who submitted and approved it. It is alarming directives for group members to be prepared for a new meeting.

Elements of Minutes of Meeting

Minutes of Meeting need to have some specific components that make them more meaningful.

The essential 13 elements of meeting minutes are 1. Company or organization name, 2. Date, time & location, 3. Opening, 4. List of attendees, 5. List of absent, 6. Agenda, 7. Discussion, 8. Note, 9. Action Items, 10. Adjournment, 11. Submitted by, 12. Approved by, also 13. Documents.

  1. Company or organization name

The company name is the essential element of meeting minutes. Every minute of the meeting needs to have an exact organization name at the top of the letter and add a logo if you have one.

  1. The precise date, time, and location- It is the prime component of minutes to express the profound meaning of discussion meetings with accuracy.
  2. Opening- For example, The regular weekly meeting of the Demigods Bullies group was called to order on 24 October 2019, 4:00 PM at 202 room in Faculty of Modern language and communication.
  3. List of attendees- For example, the list of the members who participated in the meeting.
  4. List of absent- For example, the list of the members who did not join in the meeting discussion. It also updates and reminds members who absent from the meeting.
  5. Agenda- It seems like the main plan list of activities.
  6. Discussion- In similar to the agenda but brief discussion of the main point of the agenda.
  7. Note- Taking a record of who is going to do which task later. Actually, the note implies here a list of people who have been assigned for certain tasks.
  8. Action Items- (How many decisions have been taken throughout the meeting discussion).
  9. Adjournment- (Written evidence of when and how the meeting was dismissed).
  10. Submitted by- (Name of who has submitted the minutes).
  11. Approved by- (Name of that specific person who will approve it officially).
  12. Documents- (Photo or video of meeting)

In conclusion, you can add some extras elements if necessary but they should be more specific and meaningful. Above all, these components of meeting minutes will definitely make your minutes of meeting more significant.

Elements of  Meeting Minutes

Elements of Minutes of Meeting, Simple Minutes of Meeting Format. Components of meeting minutes or Parts of minutes of the meeting. elements of meeting minutes. Meeting Minutes Example. simple meeting minutes template.

Meeting Minutes Example
Simple Meeting Minutes Format

Demigods Anti-Bullying Group

Minutes of Meeting

24 October 2019/ 4:00 PM

Opening

The regular weekly meeting of Demigods Bullies was called to order on 24 October 2019, 4:00 PM at room 202, Faculty of Modern Language and Communication in University Putra Malaysia.

Attendees list
  • Kobiruzzaman
  • Joshua
  • Samuel
Absent list
  • MaXiaojie
  • Rania
Agenda
  1. Capturing photo and Making video
  2. Active on Social media
  3. Planning for drama and talk show program.
Discussion
  1. Firstly, we have to create some photos and videos viewing the negative impact of bullying and cyber-bullying. These photos and videos will represent our activeness with diverse creativity.
  2. In addition, all group members have to emphasize social media activities such as uploading photos and videos regarding bullying and cyber-bullying.
  3. Finally, we have to prepare ourselves enough to perform effectively for the final program at Dewan Za’ba. Every group member will rehearse according to the script.
Notes
  • Kobiruzzaman will be responsible for booking the Dewan Za’ba hall room for our final program by next week.
  • Joshua will print out all posters with proposals.
  • Samuel and Jiven will go to the departmental office in order to take signatures for approving these posters to hang on boards.
Action Items
  • Dividing group member’s duties for the social campaign based on the negative impact of bullying and cyberbullying is going to hold on 29 November 2019.
  • Finalizing the dres’ code, food, and also beverages for the program.
  • The program budget has been approved also money distributed to the account.
Adjournment

The meeting was adjourned at 6 PM by the anonymous decision of group members. Hence, the group leader declared the adjournment loudly.

Next Meeting

According to today’s meeting decision, our next meeting is going to hold on Tuesday, 5th November 2019, at time 3: pm in the same venue.

Submitted by

The person who creates the meeting minute. For example, M M Kobiruzzaman

Approved by

For example, the group leader name.

Online Meeting Minutes Example

Online meeting minutes download link- PDF Download

Demographic Geographic Psychographic Market Segmentation Factors

Demographic Geographic Psychographic Market Segmentation. The 3 Basic types of market segmentation are Demographic Segmentation, Geographic Segmentation & Psychographics Segmentation. Target Market Segmentation Theories- Maslow’s hierarchy and VALS Segmentation Model in Consumer Behaviour.

Demographic Geographic Psychographic

Demographic Geographic Psychographic segmentation refers to the market segmentation technique based on the different factors related to the audiences. These are the most significant strategies to divide people into an identical subgroup. The purpose of the demographic geographic psychographic segmentation is to regulate a political campaign, commercial marketing and advertising.

Market Segmentation

Market segmentation is a process of separating people into similar subgroups based on geographic, demographic, and psychographic factors. It is an important process for social, political, and commercial campaigns and advertising. It is a great way of sending messages to a targeted group of people rather than everyone.  A long time ago audience segmentation was used mostly for social and political campaigns. Nowadays, it has become very popular in market segmentation. Therefore, audience segmentation is known as market segmentation

Market Segmentation Examples

For example, a political leader is conducting a campaign asking to vote for his political party. So, the leader targets the voters only to conduct the campaign. In many countries all over the world, the minimum age for being a voter is eighteen years. For example, in the USA, citizens are eligible to vote in any public election who are a minimum of 18 years old or older than 18 years. So, the political leader definitely persuades people who are a citizen of the constituency and age minimum 18 years. Here, a citizen of the constituency refers to the habitant of a certain area that is also an example of a geographic factor of market segmentation. In similar, age is an example of demographic factors of market segmentation.

Demographic Geographic Psychographic
Demographic Geographic Psychographic Market Segmentation Variable
Demographic Geographic Psychographic Market Segmentation Factors
Types of Market Segmentation

The 3 Basic Types of Market segmentation are:

  1. Demographic Segmentation
  2. Geographic Segmentation
  3. Psychographic Segmentation
Demographic Segmentation

Demographic segmentation refers to the process of separating people into similar subgroups based on demographic factors such as age, gender, ethnicity, education, religion, economic, status, and group membership.

For example, a political organization is dividing people based on age. Actually, they are looking for voters whose age more than 18 years. It is an example of demographic segmentation.

Demographic Factors

The demographic factors are a set of characteristics of the audience, such as age, gender, ethnicity, education, religion, economic, status, and group membership. Demographic Segmentation Example and Definition has been discussed in the following link- Demographic Segmentation Example, Definition & Market Segmentation.

The Demographic Factors are

  1. Age
  2.  Gender
  3. Ethnicity
  4. Education
  5. Religion
  6. Economic Status
  7.  Group Member
Geographic Segmentation

Geographic segmentation is the process of separating people into similar subgroups based on geographical factors such as place of residence, climate and seasons, and population.

Place of Residence

Place of residence refers to rural and urban areas where the audience lives permanently or temporarily. People from urban and rural areas are different from each other in the perspective of their lifestyles for example dress up, outlook, and attitudes. Therefore, market segmentation is a very important process before starting an advertising or social campaign.

 Season and Climate

Season refers to a certain time of year that categorized by a particular climate condition. For example, the United States has four seasons including Autumn, Spring, Summer, and Winter.

For example, Ice cream companies earn more money in the summer season than in winter. In contrast, the blanket selling company focuses on the winter season for marketing. The company needs to focus on geographic segmentation for the advertising campaigns.

Population

Population means the inhabitants of a certain area.  For example, Capital city, Metropolitan city, small town. Although they imply almost similar characteristics but have some differences too.

Psychographic Market Segmentation Factors

Psychographic segmentation is the process of separating people into similar subgroups based on psychographic factors such as values, beliefs, attitudes, and behaviours. These factors indicate the internal mental characteristic of people. The four psychographic factors of market segmentation are values, beliefs, attitudes, and behaviours. These four factors of Psychographic segmentation help to understand how the audience feels, and behaves.

For example, a political leader’s values, beliefs, attitudes, and behaviours are definitely distinguished from a physician.

Example of Psychographic segmentation

For example, You may feel that giving blood is important (Attitude) because an adequate blood supply is necessary to save a life (Belief) and because you respect human life (Value). Your (Behavior), as you participate in the blood drive and donate blood, is a logical and observable extension of your

 Values

Firstly, values mean a judgment of what is right or wrong, desirable or undesirable. For example, most people share the values of equality, freedom, honesty, fairness, justice, good health, and family. Another example, we respect human life naturally (Value).

Beliefs

Secondly, a belief is something you accept as true and it is stated as a declarative sentence. For instance, students believe that the use of the internet improves the quality of students’ research. Furthermore, You may feel that giving blood is important because an adequate blood supply is necessary to save a life (Belief).

Attitudes

Thirdly, an attitude is a statement expressing an individual’s approval or disapproval, like or dislike. Usually, attitudes evolve from our values and beliefs. Many values and beliefs interact to complicate our decision-making.  For example, You may feel that giving blood is very important (Attitude).

Behaviours

Finally, Behavior is an individual’s observable action. It is the way of how we act or behave to others. It is the combination of other psychological factors such as values, beliefs, and attitudes.

For example, You may feel that giving blood is important (Attitude) because an adequate blood supply is necessary to save a life (Belief) and because you respect human life (Value). Your Behavior, as you participate in the blood drive and donate blood, is a logical and observable extension of your outlook.

market segmentation Theories

Maslow’s hierarchy of Needs Theory

Maslow (1943) initially stated that individuals must satisfy lower level deficit needs before progressing on to meet higher level growth needs. However, he later clarified that satisfaction of a needs is not an “all-or-none” phenomenon, admitting that his earlier statements may have given for example “the false impression that a need must be satisfied 100 per cent before the next need emerges”. According to Maslow’s theory, human needs can be divided into five categories. These are physical needs, safety needs, belongings, and love needs, esteem needs, and self-actualization needs.

1. Physical needs: Physical needs are basic human requirements for livelihood for example water, food, rest, warmth, and so on.

2. Safety needs Requirements for security and protection purposes for instance personal security, health security, employment, property, and so on.

3. Belongings and love needs: Relationship with people around us for giving and receiving affection, for example, intimacy, friendship, family, and friends.

4. Esteem needs: Refers to self-confidence, self-esteem, self-respect of humans, for example, everyone has certain talent so we need to pat on the back from time to time for exploring their intellectuality.

5. Self-actualization needs: Refers to self-fulfilment desiring to become the most that one can be, for example, we need to our goals in order to feel that we have fulfilled our destiny or reached our potential.

Conclusion

Target market segmentation had become a very popular strategy for social, political, and business purposes. Now, people are living in a global village as global citizens for the easy accessibility of social media. Therefore, politicians and business persons are paying more attention to market segmentation for political campaigns and marketing publicity on social media such as Facebook, Instagram, Twitter, Youtube, and so on.