Often you have had a great productive conversation with your clients. It becomes important to know that your conversation must be accompanied with a precise and concise minutes of meeting.

Do you know where minutes of meeting evolved from?

The concept of writing minutes of a meeting dates back several centuries and has evolved over time to become a standardized practice in modern business and organizational settings. Minutes of a meeting are a formal record that document the discussions, decisions, and actions taken during a meeting. They serve as an official record of what transpired during the meeting and provide a reference for participants and absentees alike.

The evolution of writing minutes of a meeting can be traced to the emergence of formalized governance structures in organizations. As meetings became more structured and necessary for decision-making, the need to document the proceedings arose. Initially, minutes were handwritten by a designated scribe during the meeting, and copies were distributed to the participants afterward.

With the advent of typewriters and later computers, the process of minute-taking became more efficient. Minutes began to be typed and circulated to attendees in typed or printed form. This made it easier to distribute copies and maintain consistent formatting.

In recent years, the practice of minute-taking has further evolved due to advancements in technology. Many organizations now use digital tools and software specifically designed for taking minutes. These tools often provide templates, automated formatting, and collaboration features that streamline the process.

The Process

The process of writing minutes typically involves the following steps:

1. Preparing: The individual responsible for taking minutes should familiarize themselves with the meeting agenda and any relevant background information. They may also coordinate with the meeting organizer to ensure they understand the objectives and expectations.

2. Attending the meeting: The minute-taker attends the meeting and actively listens and observes the discussions and decisions. They should capture key points, action items, and any important details.

3. Structuring the minutes: After the meeting, the minute-taker organizes the information into a clear and concise format. Typically, minutes include the date, time, location, a list of attendees, and an overview of the agenda items discussed. The main points, decisions made, and action items assigned are documented in a logical order.

4. Reviewing and finalizing: The draft minutes are reviewed by the minute-taker or a designated person for accuracy and clarity. Any necessary revisions are made, and the final version is prepared.

5. Distributing the minutes: The finalized minutes are shared with the meeting participants, stakeholders, and any other relevant individuals. This can be done through email, a document-sharing platform, or any other preferred method.

6. Follow-up and implementation: The action items identified in the minutes are communicated to the responsible parties, and progress is tracked. In subsequent meetings, the status of previous action items may be reviewed.

It’s worth noting that the level of detail included in the minutes can vary depending on the organization and the nature of the meeting. The minutes should accurately reflect the discussions, decisions, and actions, while also being concise and easy to understand. The evolution of writing minutes of a meeting has been driven by the need for efficient record-keeping, improved accessibility, and the advancements in technology. The goal remains to provide an accurate and comprehensive account of meetings to facilitate communication, accountability, and decision-making within organizations.

Capturing your first MOM (Minutes of meeting)

This can be better understood with an example. Talking can only be fruitful if you know you did not miss out anything. Here’s an example of how the minutes of a meeting could be captured:

Minutes of Meeting

Meeting: Marketing Strategy Planning

Date: June 10, 2023

Time: 2:00 PM – 3:30 PM

Location: Conference Room A

Attendees:

– John Smith (Chairperson)

– Mary Johnson

– Robert Thompson

– Emily Davis

– David Brown

Agenda:

1. Review of previous marketing campaign

2. Brainstorming new marketing strategies

3. Discussion of budget allocation

4. Action items and next steps

1. Review of previous marketing campaign:

– John presented the results of the previous marketing campaign, highlighting the key performance metrics and lessons learned.

– The team discussed the strengths and weaknesses of the campaign, acknowledging the need for improvement in targeting the younger demographic.

2. Brainstorming new marketing strategies:

– Mary suggested leveraging social media influencers to increase brand visibility among the target audience.

– Robert proposed launching a referral program to incentivize customers to refer friends and family.

– Emily recommended exploring partnerships with local businesses to expand our reach in the community.

– David suggested hosting webinars to provide educational content and engage with potential customers.

3. Discussion of budget allocation:

– The team reviewed the marketing budget and allocated funds to various strategies.

– A consensus was reached to allocate 40% of the budget to digital advertising, 30% to social media marketing, 20% to events and sponsorships, and 10% to the referral program.

4. Action items and next steps:

– John assigned Mary to research and compile a list of suitable social media influencers for further evaluation.

– Robert volunteered to create a framework for the referral program and present it at the next meeting.

– Emily agreed to reach out to potential partner businesses and initiate discussions.

– David took responsibility for researching webinar platforms and proposing a schedule for webinars.

Next Meeting:

– The next marketing strategy planning meeting is scheduled for June 24, 2023, at 1:00 PM in Conference Room B.

Meeting adjourned at 3:30 PM.

Respectfully submitted by:

[Your Name]

[Your Position/Role]

Please note that the specific details and formatting of the minutes may vary depending on your organization’s preferences and requirements.

While this is a normal format of MOM, you may extend this with your own style or complement with your organizations style. Often it could be associated with specific action items.

As you can see above we can see following important aspects of a good MOM –

In addition to the key points mentioned in the previous response, here are some other important things to consider when capturing minutes of a meeting:

1. Date, time, and location: Include the date, start and end time of the meeting, as well as the physical or virtual location where it took place.

2. Attendance: List the names or positions of the attendees present at the meeting. This helps establish who participated in the discussions and decision-making.

3. Absentees: If there are any key individuals who were unable to attend the meeting, it’s important to note their names. This ensures they are aware of what transpired and can follow up on relevant information or action items.

4. Quorum: In certain formal settings, especially for organizations with specific governance rules, it may be necessary to note whether a quorum was met. A quorum is the minimum number of members required for the meeting to make valid decisions.

5. Approval of previous minutes: If the meeting involves recurring sessions, the minutes from the previous meeting may be reviewed and approved. Include a section for any amendments or corrections made to the previous minutes and note their approval.

6. Decisions made: Clearly document the decisions reached during the meeting. Include the rationale behind each decision and any relevant voting outcomes if applicable.

7. Action items: Identify and record the specific tasks or actions assigned to individuals or teams during the meeting. Include deadlines, responsible parties, and any dependencies or resources required for successful completion.

8. Follow-up and accountability: In subsequent meetings, provide updates on the progress of action items assigned in previous meetings. This helps track accountability and ensures that tasks are being completed as intended.

9. Attachments or references: If there were any supporting documents, presentations, or materials shared during the meeting, reference them in the minutes or attach them as appendices. This provides additional context for the discussions and decisions.

10. Confidentiality: It’s crucial to be mindful of any sensitive or confidential information discussed during the meeting. Avoid including such information in the minutes, or clearly mark it as confidential and limit distribution accordingly.

11. Clear and concise language: Write the minutes using clear and concise language. Avoid jargon or technical terms that may not be universally understood. Use bullet points, headings, and subheadings to make the minutes easy to read and navigate.

Remember that the purpose of minutes is to provide an accurate and objective record of the meeting. They should capture the essential points, decisions, and action items without including unnecessary details or personal opinions.

How does it help?

Minutes of meetings (MOMs) serve several important purposes and provide various benefits within organizations. Here are some ways in which MOMs help:

1. Documentation: MOMs serve as an official record of what occurred during a meeting. They provide a written account of the discussions, decisions, and actions taken, ensuring that the information is preserved for future reference. This documentation helps in maintaining organizational memory and can be useful for legal or compliance purposes if needed.

2. Communication and Transparency: MOMs facilitate effective communication among meeting participants and stakeholders. They serve as a means to share information, decisions, and action items with those who attended the meeting and also with absentees who were unable to participate. MOMs ensure that everyone is on the same page regarding what transpired during the meeting, promoting transparency and reducing misunderstandings.

3. Accountability: By capturing action items and assigned responsibilities, MOMs help in holding individuals accountable for their commitments. The documented minutes serve as a reference to track progress and follow up on tasks assigned during the meeting. This fosters a sense of responsibility and ensures that actions are taken as agreed upon.

4. Decision-making and Consensus: MOMs provide a historical record of the decision-making process. They outline the rationale, alternatives considered, and final decisions made during the meeting. Having this information documented helps in clarifying the reasoning behind choices, maintaining consistency, and resolving disputes or disagreements that may arise later.

5. Historical Reference: MOMs serve as a valuable historical reference for an organization. They can be used to review past discussions, decisions, and actions, allowing individuals to learn from previous experiences and track the progress of ongoing projects or initiatives. MOMs can also provide insights into the evolution of ideas, strategies, and policies over time.

6. Future Planning: MOMs are useful when planning for future meetings or projects. They provide a basis for agenda development by highlighting unresolved issues, pending action items, or topics that require further discussion. MOMs can help in identifying recurring themes or challenges, enabling organizations to address them proactively.

7. Compliance and Auditing: In certain industries or organizations, maintaining accurate and detailed MOMs is crucial for compliance and auditing purposes. Regulatory bodies or internal auditors may require access to meeting records to ensure proper governance, adherence to policies, or adherence to specific protocols.

Therefore, MOMs play a vital role in promoting effective communication, transparency, accountability, and decision-making within organizations. They serve as a valuable resource for reference, planning, and maintaining an accurate record of organizational activities.

Conclusion

We can conclude this article and say that  minutes of meetings (MOMs) are an essential tool for effective communication, decision-making, and accountability within organizations. By documenting the discussions, decisions, and action items, MOMs serve as a reliable reference for participants, absentees, and stakeholders. They ensure that information is accurately captured, shared, and preserved for future reference, fostering transparency and reducing misunderstandings. MOMs facilitate accountability by assigning responsibilities and tracking progress on action items, promoting timely follow-up and completion of tasks. Furthermore, MOMs provide a historical record of organizational activities, enabling individuals to learn from past experiences, track the evolution of ideas, and plan for future meetings and initiatives. Ultimately, MOMs play a vital role in enhancing organizational efficiency, collaboration, and effective governance.