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Education Resources

Minutes of Meeting for SMU MBA from Business Communication Book

Saturday, October 29, 2011

The minutes of meeting are the official record of the key points of a meeting. They are recorded instantly at the moment of hearing the discussions.

The minute taker of the team takes responsibility for the writing up for the minutes. The minutes may be first taken down and then typed. The copies of the minutes should be sent/given to all participants of the meeting. Alternatively, the proceedings of the meeting may be audio-recorded, later typed, and then issued to the participants.

Generally, minutes begin with the organization name, place, date, list of people present, and the time that the meeting was called to order. Minutes then recorded what actually happens at a meeting, in the order that it actually happens, regardless of whether the meeting follows any written agenda.

Since the primary function of minutes is to record the decisions make, any and all official decisions must be included. If a formal motion is made, seconded, passed, or not, then this action and the vote tally must be included. If a decision is made by calling votes, then all of the individual votes must be recorded by name. If it is made by unanimous agreement, without a formal vote, then this fact is recorded.

Minutes in business and other private organizations are normally submitted by and over the name of an officer of the organization at a subsequent meeting for review. The traditional closing phrase is “Respectfully submitted,” name, and his or her title.

The minutes are approved only if the participants of the meeting agree that the written minutes reflect what happened at the meeting. Their approval is recorded in the minutes of the current meeting. If there are errors or omissions, then the minutes will be re-drafted and submitted again at a later date. If there are minor changes, then they may be made immediately, and the amended minutes may be approved “as amended” in the current meeting. Minutes of meeting is the next chapter of agenda of meeting.


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