Meeting Minutes

Writing minutes of meeting is not the most glamorous job in this universe, but it doesn’t mean you can just scribble down anything you like. Also, assuming that writing minutes is the job only for Secretary is not entirely correct.

A versatile executive would have no qualm in taking the responsibility to write the minutes of a meeting, either in place of an absentSecretary or just be part of the company’s culture to assign any of the meeting participants jotting down the minutes. As much as you hate meeting just like I do, getting yourself familiar with the minute writing is not the worst thing to do.

Here are some tips in writing effective meeting minutes.

Sample of Minutes of Meeting

1. Know the purpose

Before writing minutes, you must know the purpose of it. First, a report of meeting minutes is a record. But it is just not the type of record you write, print out, file and then forever forget. It provides a historical account of official business and operational decisions, and involvement of people making the decisions. It is used as a reference which is periodically, or frequently referred to. Sometimes, minutes of meeting can become a legal document and evidence in court. So, don’t play play.

2. Keep it concise

Keep the key information in order and make sure you don’t miss critical info. You only have certain limited time and it will be impossible to write every single thing discussed during a meeting. So, keep it concise, i.e. compact and short. Take notes of the issues discussed, major points raised and decisions taken. Make sure what you write will be easily understood, and usable in the future. Keep in mind, many of the meetings require the attendees looking back at the previous meeting’s minutes. So if people can’t read them, they’ll go for your head instead.

3. Get right info, follow right format

To keep it short, here are list information that should be in your minutes of meeting:

* Time, date and venue of meeting
* List of attendance (and their position)
* Agenda of meeting – key agenda, details, and specific action plan, and owner/executor of the plan
* Name of person taking minutes (you!)

As for the format, there is no school of thought that says there is this specific format that you need to follow. What you need is a simple and user friendly format. You can follow the following:

[Name of company]

[Date, Time and Venue]

[Minutes prepared by]

[Agenda]:

1.
2.
3.

[Attendees]:
1.
2.
3.

[Details of meetings]
No Item Details Actions to be taken by
1
2
3
4

4. Keep a record

Normally, after minutes are hand-written, they are transferred into a proper computerized document (e.g. Microsoft Word or Excel), properly restructured, save and printed out. Good and fast typists can immediately record conversation into the computer/laptop, where this requires less time for fine tuning later on. The minutes are then distributed among the attendees of the meeting, or those who will be responsible to take actions as per discussed during the meeting.

Download Sample
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kalu dpt yg hard copy lagi best ni nabel..

wow...so fantastic very detail...many thank for your information regarding the meeting minutes...keep on going.

ada sample tu, boleh download dan print

kata bdk2 kdn dengar taklimat, smpt lg update forum..? ish, ish, ish..

Aik, budak halal hub ka ni ? kami dah abih taklimat dah, tunggu exam next week and posting.

Hang dapat pc ngan email dah ka ? kalau dah sila update contact list .

oo.. igt korg dah menyelinap kuar dr dewan.. aku blm dpt ape2 lg.. ni bos aku cuti, pow pc, meja, ngan bilik2 dia skali.. sorry ustaz..

hahahaha, ini sudah melanggar hukum syariah ni. Ustazzz nanti naik angin !

Salam ustaz.....mcmna keja? OK?

thank you for the information, nabel..
I got some information about MOM writing also..the petronas way
but I need some time to find the training materials first..
as the MOM writing I learnt was more like a law format, and I guess it would be very useful for everybody and the most important note is that the MOM cannot be legal document if it is not signed by the chairperson.

I will try to send it asap..in the meantime, lets get use to the govenment way of MOM writing.

Thank you so much Nabil. your knowledge sharing is very helpful for me in preparation to become one of the great PTD.. ngeh ngeh ngeh...

my previous bos at KPDNKK was very detail and extra highlighted bout the format of minutes..I think it can represent the govt. way of taking minutes..i think la..i`ll update to all of u later bout her format of minutes which i always been done before..

wahhh veri gudla this thread..hands up to u nabel so anybodi got the easy and simple but formal sample share with us..i've never have done MOM so don't know how to do it

Well if you guys have more to share, in terms of minute format and the correct way of taking it, please share it here.

The one I posted is a mere generic minute taking method, it would be awesome if somebody can put in here the government way of doing it, and the level of detail which is acceptable by gov standards.

P/s : Do upload samples or templates, that would really help.

ada pekeliling kuar pasal minit mesyuarat

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check la k... very good info

hebat... aku musti nak guna nih..

Thank you everyone for sharing it.......

at last eddy come with the best solution about MOM for us 'yang menurut perintah' ni..

ya,,,that right khai...

aku tukang post je... bukan aku pun yg buat pekeliling tu ....

smlm wat test ELPA ms writing surat dgn report tu mmg main hentam je...warghkakakaka entah apela yg org INTAN ckp repot2 n surat2 yg kita tulis tu...tu belum wat minit lagi

takpe kirin..tu permulaan tu..langkah anak kita tu..nnt tgkla kehebatan kita membuat report dan minit...hahaha...mesti mak kita bangga ngan kita bila baca minit meeting kita time tu..

cayalah korang...thanks for sharing the info