What Are the Meeting Minutes?
Meeting minutes are comprehensive notes produced during a meeting that include the most important points of discussion, proposed motions or votes, and scheduled activities. Typically, a selected group member is in charge of correctly documenting the meeting’s actions and choices.
Types of Meeting Minutes
- Executive Minutes: Summarise significant conclusions, choices, and action items for top executives, focusing on the main points of the meeting rather than a thorough argument.
- Verbatim Minutes: Provide a word-for-word transcript of the meeting, which is frequently documented and saved for legal procedures or high-stakes negotiations when precise terminology is required.
- Informal Minutes: Capture the major ideas more casually and flexibly, which is appropriate for informal or creative sessions with less formality.
- official Minutes: Follow a precise structure, covering all required parts of official meetings, such as talks, votes, and action items; commonly used in board meetings or government organizations.
- Discussion Minutes: Provide a full record of the disputes, opinions, and judgments reached, which is essential for strategic planning and understanding the reasoning behind decisions.
- Action Minutes: In operational meetings focused on task accomplishment, just the choices taken and the ensuing action items are documented, without noting the prior talks.
How to Compose Minutes of Meetings
1. Initial Planning
- Work together to create the agenda for the meeting between the chairman and secretary/notetaker.
- To facilitate taking notes, create a paper outlining the subjects of conversation and the order of business.
2. Timetable of Meeting
- Take notes using the agenda as a guide, noting conversation topics and their order.
- If there isn’t a draft agenda available, get one in advance so you can get ready to record important details.
- Fill out the agenda with the names of participants, visitors, and any papers that were given out.
3. Anticipations
- Clearly state what is expected of the notetaker during the meeting.
- Ascertain the necessary degree of information, such as the inclusion of names for motions that are submitted and the seconds of persons.
Modification of Minutes Following Signature
Minutes of meetings may be amended at the time they are first released, throughout their approval process, or even later. A “Motion to Amend Something Previously Adopted” has to be made and discussed in a later meeting if the minutes have already been approved. The approved minutes are changed with the required changes if the motion is adopted.
Penalties:
A penalty of twenty-five thousand rupees may be imposed on the firm for each meeting in which the terms of this section are not followed. Notice: The pertinent sections of the Companies Act of 2013 laid this essay’s foundation. Any direct, indirect, special, or accidental losses resulting from using this material are not covered by the author’s liability policy.