Minutes of Meeting Example, Sample, Elements, Types & Advantages or  Importance of Meeting Minutes.

Minutes of Meeting

Meeting Minutes are a written record of the activities of a company, organization, or group. It is also known as the meeting notes.  Meeting minutes record what happened during a meeting. Additionally, it records the decisions taken during the discussion. Furthermore, the employee can revisit the important issue discussed in the conference. Finally, the purpose of minutes is to take detailed notes during the meeting on attendance, discussion, who is responsible for which task, how to solve problems, vision, mission, and more. Therefore, taking minutes of meetings with specific notes is an essential part of every formal meeting discussion.

Minutes of Meeting Types

The two types of meeting minutes are physical and online. Physical meeting minutes include the meeting location and venue. On the other hand, virtual meeting minutes are recorded on platforms such as Google Meet, Zoom, Microsoft Teams, and others. The physical meeting minutes are also known as minutes.

Minutes of Meeting Example

On the other hand, Online meeting minutes include the online meeting platforms used for the meeting. Many organizations, educational institutes, and social worker groups are conducting online meetings due to the COVID-19 Pandemic. The example of physical and virtual meeting minutes has been discussed here for better understanding.

Elements of Meeting Minutes

The 12 elements of meeting minutes are:

1. Company or organization name
2. Date, Time & Location
3. Opening
4. List of attendees and Absent
5. Agenda
6. Discussion
7. Note
8. Action Items
9. Adjournment
10. Submitted by
11, approved by
12. Documents.

The Minutes of the Meeting need specific components to make them more meaningful. It is also known as the feature of meeting minutes. The

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.

2. Date, Time & Location

The precise date, time, and location are the prime components of minutes to express the profound meaning of discussion meetings.

3. Opening

For example, the regular weekly meeting of the Demigods Bullies group was called to order on 24 June 2024, 4:00 PM in room 202 in the Faculty of Modern Language and Communication.

4. List of attendees

The list of attendees includes all the participants of the meeting. For example, the members who participated in the meeting.

List of Absences

It notifies those who did not join the meeting. For example, the members who did not join the meeting discussion. It also updates and reminds members who are absent from the meeting.

5. Agenda

The agenda includes the discussion issues in the meeting. It seems like the main plan is a list of activities—a list of topics to be discussed at the meeting.

6. Discussion

This is similar to the agenda, but it provides a brief discussion of the main point. The members discuss issues briefly. Every member tries to provide their opinions.

7. Note

It is a way to record key points from the discussion. Take a record of who will do which task later. The note here implies a list of people assigned specific tasks.

8. Action Items

Based on the discussions, I sorted a few issues that must be completed within a time period. For example, how many decisions have been taken during the meeting? In this stage, you have to follow the 5W and 1H rules to accomplish.

9. Adjournment

It is written evidence of when and how the meeting was dismissed.

10. Submitted by

It represents who writes the meeting minutes and submits them to the authority.

11. Approved by

It describes the top management individual who accepts and approves the meeting.

12. Documents

Documents refer to the items that we attach to the meeting minutes; for example, photos, Word files, and PDF files.

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

Minutes of Meeting Elements

Minutes of Meeting Example

University students designed the following meeting minutes. The author wrote these meeting minutes based on group meetings to complete an assignment. It was not a business meeting. However, it represents how to write business minutes.

Importance of Meeting Minutes

Firstly, the meeting minutes record the exact date, time, location, and meeting activities. It is a form of formal evidence that documents your whereabouts. Also, it keeps clear records of attendees who attended and those who didn’t.

Further, it elaborates on the agenda and discussion topics, who will take responsibility, and how to solve the problem or achieve goals. Usually, group discussion doesn’t have a long attention span. So, minutes help to divert from sidetracking and facilitate staying on track.

Furthermore, minutes represent the list of action items and adjourning time precisely. Typically, the action list indicates members’ awareness of their respective duties and their proper, on-time performance.

Finally, the minutes of the meeting state the upcoming schedule, including specific times and dates, and list the names of those who submitted and approved them. It is an alarming directive for group members to prepare for a new meeting.