At every meeting, there must be one person who is assigned to record things that take place during the meeting. These notes are called minutes. Meeting minutes can be written on paper or typed. This depends on the conditions of the meeting.
To learn more about meeting minutes. Mudalovers can listen to the following presentation.
Definition and Function of Meeting Minutes
We are certainly more familiar with minutes or minutes than minutes. However, the word “notula” is the standard word listed in the Big Indonesian Dictionary. Minutes in the Big Indonesian Dictionary (KBBI) are short notes regarding the proceedings of the trial (meeting) as well as matters discussed and decided.
Minutes are systematic, concise and concise, containing the essence of the meeting discussion. Through minutes, the results of the meeting can be used as written documentation that has a clear time and content. So it is easier to report to superiors or use as an archive.
A person who records meeting minutes should record the meeting time, meeting topic, number of meeting participants, documentation and meeting conclusions. Usually the secretary or assistant of the office or company is responsible for taking meeting minutes.
The function of the minutes is as follows.
1. Meeting Evidence
Meeting minutes are usually used as evidence if the company or organization needs them at any time. Minutes are a reference for knowing all forms of changes and results at a meeting in detail.
2. Information Source
Meeting minutes can be used as a source of information for someone who did not attend the meeting or meeting. Because, there are times when someone is unable to attend a meeting or meeting. So, the hope is that with the minutes, even people who did not attend the meeting can find out what was discussed at the meeting or conference.
3. Archive Documents
Minute documents can be used as archives or documents for companies or organizations or agencies. The meeting minutes document is written based on the composition of the meeting that has been held. When you want to carry out an evaluation or look back at the development of a company or organization or agency, you can look at the minutes documents that have been archived.
4. Meeting Guide
Minutes also serve as a meeting guide. This is because it can be a guide for starting work on activities that have been discussed in the meeting.
The meeting minutes also clearly state who is responsible for each activity, series of events and tasks that will be carried out by all participants. This will make it easier to contact the parties concerned.
5. As a reminder
Meeting minutes can be used as a reminder of future agendas. Because, in the meeting minutes, the next tasks or agenda are written. The minutes themselves are prepared systematically and structured.
6. As a reference
Not every meeting, members always attend in full. Therefore, meeting minutes are needed for members who are not present so that they can still get the information provided at the meeting. So, members who are not present can know the progress and results of discussions from the meeting.
7. Offer Legal Protection
Meeting minutes can also serve as legal documents by auditors and courts. This is because the minutes contain all the facts that occurred from the beginning to the end when the meeting was held. So, if you stumble over a law, these minutes can be used as evidence to prove your innocence.
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Structure of Meeting Minutes
Before writing meeting minutes, Mudalovers must first understand the structure of meeting minutes. Meeting minutes must be prepared in a detailed, structured and sequential manner. The goal is for readers to understand the flow of the meeting from start to finish. Starting from the opening, contents and conclusion.
Although the policies of each institution, organization or company are different. However, in general terms or things that must be written in the meeting minutes are as follows.
1. Meeting Title
The title of the meeting is written according to the purpose of the meeting. Having a meeting title in each minute will make it easier when searching for archives or documents.
2. Time and Place of Meeting
In the meeting minutes the time and place of the meeting must be written. So, when flashbacks or other notes are needed, you can easily see the time sequence. The time here must be written in detail and sequentially.
3. List of Meeting Members
The list of meeting members present is written in the minutes. This will make it easier to find out who is not present at the meeting. As well as providing information about the meeting to the people or parties concerned.
4. Meeting Objectives
The purpose of the meeting is written by adding several things including discussion topics, changes to the organizational structure, creation of events, and so on. So, it will be easier for readers of the minutes to understand the contents of the minutes.
5. Discussion, Results and Conclusions of the Meeting
This section is important to write in the meeting minutes. Meeting discussions, results and conclusions must be written concisely and completely. So, every member who attends or does not understand the content or essence of the meeting being held.
6. Action Plan or Follow-up that Participants Must Take
During meetings, follow-up plans for discussions during the meeting are usually discussed. Follow-up points should be noted for follow-up. The goal is not to forget or forget to follow up on things that have been agreed upon.
7. Deadline for Completion of the Action Plan
The follow-up plan must have a deadline so that it can be implemented on time. Therefore, the meeting minutes also include a deadline so that it can be used as a reference for the parties involved in follow-up activities to what was agreed at the meeting.
8. Other Events or Discussions Worth Documenting for Foresight
The meeting minutes should also include events or discussions that can be used as a reference for future follow-up plans. So, follow-up plans can be prepared carefully and on target.
9. Follow up Meeting
It is important to write follow-up meetings or meetings in the minutes. The goal is that future steps are in accordance with what was agreed at the meeting. Follow-up is also important to ensure that discussions at meetings are carried out well and appropriately.
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Steps to Make Meeting Minutes
When taking minutes, don’t write down all the conversations in the meeting. Just write the important things and main points. If Mudalovers feels confused about compiling meeting minutes, Mudalovers can follow the steps below.
1. Make preparations
Before attending a meeting, it is a good idea for Mudalovers to know in advance what agenda or items will be discussed at the meeting. Then, prepare notes in the form of stationery, laptop, or tablet to make minutes.
If necessary, bring a voice recorder or use a device on your device. The aim is to be able to listen again to the meeting discussion. So, if there are things that were missed to be written in the minutes, they can be revised by playing back the meeting recording.
2. Note the participants present
The minute writer must also record who was present and who was unable to attend. So, if there is further information, participants who were not present can find out.
3. Note Important Points in the Meeting
Not everything in a meeting must be recorded in the minutes. In the minutes, only important things are written concisely, concisely and in detail. To make it easier for Mudalovers to write minutes, here are several indicators that can be used as a reference in writing important points in meetings.
- What was discussed at the meeting?
- Decision at the meeting.
- Achievements that are targets in the meeting.
- Follow-up plans for discussions at meetings.
- If there is a discussion or debate, write down the perspective of each participant briefly. Then, write down the results of the decisions made.
Not only does it record the results of the decision, but also who made the decision. Is the result of consensus or determined by the highest decision maker present at the meeting. For example, rejection or determination of the budget by the meeting leader.
4. Distinguish Between Opinions and Facts
When writing minutes, Mudalovers should know which statements are facts and which are opinions. The aim is to make the important points of the meeting simple and clear. This is also in line with the principle of minutes, namely adhering to facts, not opinions.
5. Make Next Steps Detailed
Every meeting will definitely have things that need to be followed up. The following are things that can be used as a reference in writing further steps.
- Who is responsible for each action that will be taken.
- Required resources.
- The time or schedule for implementing the follow-up plan.
- It is time for meeting participants to review the progress of these actions.
6. Do a final check
After the meeting ends, the minutes must be reviewed or the important points in the notes reviewed . Make sure all motions or important matters are noted.
7. Send Immediately
After checking and ensuring that all important things have been written in the minutes, the minutes are ready to be sent to all meeting participants. Meeting minutes should be sent as quickly as possible at least one hour after the meeting ends or at the end of the day.
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Tips for Making Meeting Minutes
After following the steps for making minutes, Mudalovers can strengthen or convince themselves to write minutes by following the following tips or suggestions.
1. Start with an Action Review
One way to take minutes efficiently is by reviewing things that happened in previous meetings. Then, write the summary before the meeting starts so you can easily compare the progress the team has made.
By carrying out an action review you will save time. Because, it can directly mark the progress of the action plan from the previous meeting. For example, whether the discussion at the previous meeting has been completed or is it still continuing.
2. Use Tables
To make it easier to record minutes, Mudalovers can create a three-column table containing items, discussion summaries, and action owners. This will make it easier to immediately write important points in meetings easily and quickly. Then, the results from the column are written in narrative form.
After being converted from text to narrative format, the minutes are ready to be distributed to participants.
3. Make use of templates
If a Mudalovers organization, community, agency or company has standard meeting minutes, then make them based on those rules. However, if there isn’t one, Mudalovers can create their own template or take a standard minutes template reference that is easy to apply. Using templates simplifies and speeds up the process of creating meeting minutes.