Meeting Minutes Sample-Effective Business Communication-Lecture Handout, Exercises of Effective Business Communication

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Meeting minutes sample

Guidelines and tips for writing meeting

minutes

A professional meeting minutes sample would be the solution for a lot of people searching for time-saving solutions. You will find it at this page. Before we do, we like to present you some guidelines and tips on how to take meeting minutes. It won't take long to read them, and when you use the template for meeting minutes , then you will save even more time. Now with an optimal result! Even more timesaving would be outsourcing , for which you will find some suggestions below.

GUIDELINES AND TIPS WRITING MEETING MINUTES

The person taking minutes, can do the best job when he/she is not a participant in the meeting. You achieve the best results by focusing on one thing : making the notes.

If you are deft with the keyboard, get used to making notes with the laptop. Now you can make readable notes, which can be rearranged quickly. You can it make more efficient using a template for meeting minutes, especially when you prepare these before the meeting with the agenda items of the particular meeting. For a meeting minutes sample and template: see below.

Ask the chairperson whether he/she can make a conclusion at the end of each agenda item during the meeting. This makes all easier and clearer for you, as well as the rest of the participants.

The recipients like short minutes, with the essence of each agenda item. Find a balance in short minutes, in which not all the words said are important, but the essence of each item. Formulate the conclusion, and sometimes the most important arguments leading to the conclusion. On the other hand, put yourself in the shoes of someone absent , and see whether that person would understand your story as well.

Sometimes you don't understand what is said in the meeting. Allow yourself to ask if you haven't heard a name, or something else, as long this bothers the meeting not too much. Otherwise you can always ask the person after the meeting. This is better than to invent the story. Don't wait to long after the meeting with working up your notes : one till three days, as your memory is the other time- saving factor making minutes. Use the meeting minutes sample and template below. Another advantage of a speedy working up: the participants will be glad to receive their minutes and action points so soon.

If you are not so experienced in writing meeting minutes, show your draft to the chairperson of the meeting before distributing.

OUTSOURCING

If it is still difficult for you meeting minutes to take, due to lack of time, language skills, or whatever reason, you can outsource this in an easy way. More and more this concept is used, as your daily business needs to go on. It's easy to delegate and you get value for money. Some suggestions are below: Team of home-based secretaries (mainly USA) Prescott secretarial, AZ, USA Directory of virtual assistants in the UK Notuleerservice, for minuting in the Netherlands

MEETING MINUTES SAMPLE AND TEMPLATE

As promised at the top of this page, you will find here a meeting minutes sample. Here you can see which items in the meeting minutes to take, and how a good lay- out will be a pleasure to read. To make things a lot easier, you can download a Word-file, containing a template for meeting minutes. This is the same as the meeting minutes sample, but then only with the basic text you need. Another template can be found at the page meeting minutes templates.

Now you know more about making professional meeting minutes. Would you like to know more about making an effective meeting agenda or organizing a meeting, or meeting venue, see below links:

Agenda meeting template, sample and guidelines Free meeting agenda templates More agenda samples Good meeting venues How to organize a meeting

The agenda is part of a good preparation of a meeting , and will lead to a more effective and moreover efficient meeting if you do include the following:

GUIDELINES AND TIPS

Start in the header with the word 'agenda' and the type of the meeting (or subject), location, date and start time.

Then mention the agenda items. Standard items are:

 Opening/Welcome  Announcements and documents received  Approval of minutes of meeting held [date]  Any other business  Adjournment

After the topic 'approval of minutes of meeting held ...' you put the topics for this specific meeting. Then, to make your agenda more effective , you mention the person who has brought up the subject, if necessary mention the reason of the subject, as well as the intended purpose (information, discussion or decision). With this the participants are better able to prepare themselves for the meeting.

At each topic, you mention the time which has been reserved for this topic. The chairperson of the meeting needs to take care that all subjects of the order of business will be winded up within the given time.

REFER TO LECTURE NOTES AS WELL!