{"id":1495,"date":"2023-09-14T18:48:41","date_gmt":"2023-09-14T18:48:41","guid":{"rendered":"https:\/\/mudabicara.com\/en\/?p=1495"},"modified":"2023-09-14T18:50:25","modified_gmt":"2023-09-14T18:50:25","slug":"what-are-meeting-minutes-understanding-structures-and-how-to-make-them","status":"publish","type":"post","link":"https:\/\/mudabicara.com\/en\/what-are-meeting-minutes-understanding-structures-and-how-to-make-them\/","title":{"rendered":"What are Meeting Minutes? Understanding Structures and How to Make Them"},"content":{"rendered":"

At every meeting, there must be one person who is assigned to record things that take place during the meeting. <\/span>These notes are called minutes. <\/span>Meeting minutes can be written on paper or typed. <\/span>This depends on the conditions of the meeting.<\/span><\/span><\/p>\n

To learn more about meeting minutes. Mudalovers<\/em><\/span>\u00a0can listen to the following presentation.<\/span><\/span><\/p>\n

<\/span>Definition and Function of Meeting Minutes<\/span><\/span><\/strong><\/h2>\n

We are certainly more familiar with minutes or minutes than minutes. <\/span>However, the word “notula” is the standard word listed in the Big Indonesian Dictionary. <\/span>Minutes in the Big Indonesian Dictionary (KBBI) are short notes regarding the proceedings of the trial (meeting) as well as matters discussed and decided.<\/span><\/span><\/p>\n

Minutes are systematic, concise and concise, containing the essence of the meeting discussion. <\/span>Through minutes, the results of the meeting can be used as written documentation that has a clear time and content. <\/span>So it is easier to report to superiors or use as an archive.<\/span><\/span><\/p>\n

A person who records meeting minutes should record the meeting time, meeting topic, number of meeting participants, documentation and meeting conclusions. <\/span>Usually the secretary or assistant of the office or company is responsible for taking meeting minutes.<\/span><\/span><\/p>\n

The function of the minutes is as follows.<\/span><\/span><\/p>\n

<\/span>1. Meeting Evidence<\/span><\/span><\/h3>\n

Meeting minutes are usually used as evidence if the company or organization needs them at any time. <\/span>Minutes are a reference for knowing all forms of changes and results at a meeting in detail.<\/span><\/span><\/p>\n

<\/span>2. Information Source<\/span><\/span><\/h3>\n

Meeting minutes can be used as a source of information for someone who did not attend the meeting or meeting. <\/span>Because, there are times when someone is unable to attend a meeting or meeting. <\/span>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.<\/span><\/span><\/p>\n

<\/span>3. Archive Documents<\/span><\/span><\/h3>\n

Minute documents can be used as archives or documents for companies or organizations or agencies. <\/span>The meeting minutes document is written based on the composition of the meeting that has been held. <\/span>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.<\/span><\/span><\/p>\n

<\/span>4. Meeting Guide<\/span><\/span><\/h3>\n

Minutes also serve as a meeting guide. <\/span>This is because it can be a guide for starting work on activities that have been discussed in the meeting.<\/span><\/span><\/p>\n

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. <\/span>This will make it easier to contact the parties concerned.<\/span><\/span><\/p>\n

<\/span>5. As a reminder<\/span><\/span><\/h3>\n

Meeting minutes can be used as a reminder of future agendas. <\/span>Because, in the meeting minutes, the next tasks or agenda are written. <\/span>The minutes themselves are prepared systematically and structured.<\/span><\/span><\/p>\n

<\/span>6. As a reference<\/span><\/span><\/h3>\n

Not every meeting, members always attend in full. <\/span>Therefore, meeting minutes are needed for members who are not present so that they can still get the information provided at the meeting. <\/span>So, members who are not present can know the progress and results of discussions from the meeting.<\/span><\/span><\/p>\n

<\/span>7. Offer Legal Protection<\/span><\/span><\/h3>\n

Meeting minutes can also serve as legal documents by auditors and courts. <\/span>This is because the minutes contain all the facts that occurred from the beginning to the end when the meeting was held. <\/span>So, if you stumble over a law, these minutes can be used as evidence to prove your innocence.<\/span><\/span><\/p>\n

Read Also :\u00a0What is a Clan? Definition, Characteristics, Types and Examples<\/a><\/span><\/strong><\/pre>\n
<\/span>Structure of Meeting Minutes<\/span><\/span><\/strong><\/h2>\n
Before writing meeting minutes, Mudalovers <\/em>must first understand the structure of meeting minutes. <\/span>Meeting minutes must be prepared in a detailed, structured and sequential manner. <\/span>The goal is for readers to understand the flow of the meeting from start to finish. <\/span>Starting from the opening, contents and conclusion.<\/span><\/span><\/p>\n
Although the policies of each institution, organization or company are different. <\/span>However, in general terms or things that must be written in the meeting minutes are as follows.<\/span><\/span><\/p>\n
<\/span>1. Meeting Title<\/span><\/span><\/h3>\n
The title of the meeting is written according to the purpose of the meeting. <\/span>Having a meeting title in each minute will make it easier when searching for archives or documents.<\/span><\/span><\/p>\n
<\/span>2. Time and Place of Meeting<\/span><\/span><\/h3>\n
In the meeting minutes the time and place of the meeting must be written. <\/span>So, when flashbacks or other notes are needed, you can easily see the time sequence. <\/span>The time here must be written in detail and sequentially.<\/span><\/span><\/p>\n
<\/span>3. List of Meeting Members<\/span><\/span><\/h3>\n
The list of meeting members present is written in the minutes. <\/span>This will make it easier to find out who is not present at the meeting. <\/span>As well as providing information about the meeting to the people or parties concerned.<\/span><\/span><\/p>\n
<\/span>4. Meeting Objectives<\/span><\/span><\/h3>\n
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. <\/span>So, it will be easier for readers of the minutes to understand the contents of the minutes.<\/span><\/span><\/p>\n
<\/span>5. Discussion, Results and Conclusions of the Meeting<\/span><\/span><\/h3>\n
This section is important to write in the meeting minutes. <\/span>Meeting discussions, results and conclusions must be written concisely and completely. <\/span>So, every member who attends or does not understand the content or essence of the meeting being held.<\/span><\/span><\/p>\n
<\/span>6. Action Plan\u00a0<\/span><\/span><\/em> or Follow-up that Participants Must Take<\/span><\/span><\/h3>\n
During meetings, follow-up plans for discussions during the meeting are usually discussed. <\/span>Follow-up points should be noted for follow-up. <\/span>The goal is not to forget or forget to follow up on things that have been agreed upon.<\/span><\/span><\/p>\n
<\/span>7. Deadline for Completion of\u00a0 <\/span><\/span>the Action Plan<\/span><\/span><\/em><\/h3>\n
The follow-up plan must have a deadline so that it can be implemented on time. <\/span>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.<\/span><\/span><\/p>\n
<\/span>8. Other Events or Discussions Worth Documenting for Foresight<\/span><\/span><\/h3>\n
The meeting minutes should also include events or discussions that can be used as a reference for future follow-up plans. <\/span>So, follow-up plans can be prepared carefully and on target.<\/span><\/span><\/p>\n
<\/span>9. Follow up Meeting<\/em><\/h3>\n
It is important to write <\/span>follow-up meetings\u00a0 or meetings in the minutes. <\/span><\/em>The goal is that future steps are in accordance with what was agreed at the meeting.\u00a0<\/span><\/span>Follow-up\u00a0<\/span><\/span><\/em> is also important to ensure that discussions at meetings are carried out well and appropriately.<\/span><\/span><\/p>\n
Read Also :\u00a0What is Cultural Anthropology? Definition and Examples<\/a><\/span><\/strong><\/pre>\n
<\/span>Steps to Make Meeting Minutes<\/span><\/span><\/strong><\/h2>\n
When taking minutes, don’t write down all the conversations in the meeting. <\/span>Just write the important things and main points. <\/span>If Mudalovers<\/em> feels confused about compiling meeting minutes, Mudalovers<\/em> can follow the steps below.<\/span><\/span><\/p>\n
<\/span>1. Make preparations<\/span><\/span><\/h3>\n
Before attending a meeting, it is a good idea for Mudalovers<\/em> to know in advance what agenda or items will be discussed at the meeting. <\/span>Then, prepare notes in the form of stationery, laptop, or tablet to make minutes.<\/span><\/span><\/p>\n
If necessary, bring a voice recorder or use a device on your device. <\/span>The aim is to be able to listen again to the meeting discussion. <\/span>So, if there are things that were missed to be written in the minutes, they can be revised by playing back the meeting recording.<\/span><\/span><\/p>\n
<\/span>2. Note the participants present<\/span><\/span><\/h3>\n
The minute writer must also record who was present and who was unable to attend. <\/span>So, if there is further information, participants who were not present can find out.<\/span><\/span><\/p>\n
<\/span>3. Note Important Points in the Meeting<\/span><\/span><\/h3>\n
Not everything in a meeting must be recorded in the minutes. <\/span>In the minutes, only important things are written concisely, concisely and in detail. <\/span>To make it easier for Mudalovers<\/em> to write minutes, here are several indicators that can be used as a reference in writing important points in meetings.<\/span><\/span><\/p>\n