Meetings have always been one of the most important cores of the project. In the workplace, office, home office, field, or anywhere, one will need to conduct the meetings in order to make an informative decision that will bring benefits to the company or group.
No matter how big the scale of the project, the meetings always impose a lot of stakes. Each project member would share the considerable burden and responsibility to make their team stay on the right track. Because of these components, the meeting minutes are not neglected in the process. In fact, a project could get jeopardized without the meeting minutes.
Meeting minutes are not only working as the professional recalling tools for all the members but also give clarity of the executions for each individual involved in the project. So, what is the meaning of the meeting minutes? Why are they so important for any business or project? You have landed on the right page since we are going to explain it all to you. Buckle up and let’s read the meat of the article.
Meeting Minutes Meaning
The meeting could be pretty intense and overwhelming for all members of the project. Therefore, it is natural that some of the participants are missing some details or slight information although they have taken personal notes on their device or paper.
Some people can’t recall the information stated in the meeting. And if this describes you a lot, you might want to know what kind of information you need to record, and what you need to trash. Recording effective meeting minutes should be easy and straightforward. The meeting minutes give clarity to all of the members about the crucial information that they need to follow up. They can also refer back to such information for project progress tracking purposes.
So, when we are defining the meeting minutes, it is the tool or method to record the crucial information in the meeting. The information can revolve around the updates, news, project progress, underlying issues, complaints, strumming status, team departure, decisions, new strategies, actions are taken, and so on. The Meeting Minutes are recorded by the assistant, secretary, or minutes professionals. But if there is no position I mentioned before, the project owner or higher-up can appoint someone to do it.
The meeting minutes components
So, what are the components? What variables need to be included in the records? The answer will be relative. The variables included in the meeting minutes will depend on some factors like the type of the project, number of participants, project niches, and so on. But in common cases, the format and procedure will be supervised and regulated by the person in charge.
For instance, a project owner would appoint a supervisor to arrange a meeting for them. With the instructions from the project owner, the supervisor will appoint an individual to get in charge. The supervisor will assign them the tasks and inform them about the details that they need to add to the meeting minutes.
While it can be pretty dynamic, here are the common things that can be included in the particular meeting minutes:
• Date, time, and location
• Meeting title
• Purposes of the meeting
• Meeting participant’s names
• Attendees (those who are attending the meeting)
• Non-attendees (those who are not attending the meeting)
• Points of the meeting (the discussions, purpose, objectives, milestones, etc)
• Decisions
• Actions to be done
• Tasks, deadlines, persons in charge of the tasks
• Follow Up meeting
And so on….
If you are in charge of the meeting minutes, you could steal the start by jotting down the details that you’ve already known such as date, time, location, the objective of the meeting, meeting title, and so on. This way, you can save a lot of time when recording everything in the meeting.
The importance
The meeting minutes can provide the records of the meeting. This will be solid proof of the results of the meeting, including the points that were agreed upon at the meetings. It is also to make sure that everyone can be on the right track in the project progress. If meeting minutes are not done, it can waste your time and energy since you need to set up a meeting again to cover what’s lost back then.
