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MOM Minutes of The Meeting: Tips & Templates

The document provides a comprehensive guide on how to effectively conduct and document meetings, including tips for calling a meeting, preparing for it, and writing minutes. It emphasizes the importance of recording decisions, action items, and outcomes, while also outlining the format and essential components of meeting minutes. Key points include maintaining consistency, writing promptly, and ensuring neutrality in the documentation.

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meghna
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36 views12 pages

MOM Minutes of The Meeting: Tips & Templates

The document provides a comprehensive guide on how to effectively conduct and document meetings, including tips for calling a meeting, preparing for it, and writing minutes. It emphasizes the importance of recording decisions, action items, and outcomes, while also outlining the format and essential components of meeting minutes. Key points include maintaining consistency, writing promptly, and ensuring neutrality in the documentation.

Uploaded by

meghna
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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MOM

Minutes of the
Meeting
Tips & Templates
To call a meeting

 Decide Attendees
 Decide Speakers & Guests
 Decide Date & Time
 Decide Venue
 Create Notice
 Send out Invitations
 Send Agenda
Meeting Preparations

 Venue
 Sound System
 Projection…. Audio Visual
 Seating
 Recreation
 Stationery and documents
Understanding Minutes

 What are meeting minutes?


 Meeting minutes, or mom (for minutes of meeting) can be defined as the written
record of everything that's happened during a meeting. They're used to inform
people who didn't attend the meeting about what happened, or to keep track of
what was decided during the meeting so that you can revisit it and use it to
inform future decisions.
 What should you include when writing meeting minutes?
 The five steps that you must include are:
 Pre-Planning
 Record taking - at the meeting
 Minutes writing or transcribing
 Distributing or sharing of meeting minutes
 Filing or storage of minutes for future reference
Why are they called minutes of a meeting?
 Not the "minutes" of "meeting minutes" don't refer to the minute
measurement of time, but to the "minute" (my-newt) notes taken
during meetings.
Record
 decisions made (motions made, votes, etc.)
 next steps planned
 identification and tracking of action items
 a meeting’s outcomes and impact on other collaborative activities
 minutes can serve to notify (or remind) individuals of tasks assigned
to them and/or timelines
Writing the Minutes

 Get a copy of the meeting agenda and use it as a guide or outline for taking notes and preparing
the minutes – with the order and numbering of items on the minutes of meeting matching those of
the agenda.
 Date and time of the meeting
 Names of the meeting participants and those unable to attend (e.g., “regrets”)
 Acceptance or corrections/amendments to previous meeting minutes
 Decisions made about each agenda item, for example:
 Actions taken or agreed to be taken
 Next steps
 Voting outcomes – e.g., (if necessary, details regarding who made motions; who seconded and
approved or via show of hands, etc.)
 Motions taken or rejected
 Items to be held over
 New business
 Next meeting date and time
Format
Format
Format
Useful words for Minutes

Acknowledged Acknowledged Displayed


Agreed On Agreed On Emphasised
Agreed to Agreed to Explained
Announced Announced Expressed
Arranged Arranged Guaranteed
Asked for Asked for Identified
Asserted Asserted Implemented
Assured Assured Informed
Believed Believed
Points to Remember

 1. Three-point system
What was decided
What was accomplished
What was agreed and actions for the attendees
 2. Consistency
The name of the Committee meeting
The date, time and location of the meeting
The attendees
The apologies
The name of the minute taker
Each of the agenda items underlined and listed with details on what was decided, what was
accomplished and the action points to take forward (with the initials of the person responsible for the
action).
Any other business
The date of the next meeting
Points to Remember

 3. Write the notes up as quickly as possible


 4. Avoid ‘he said, she said’
 5. Remain neutral
 6. Read the supporting papers
 7. Use the correct grammar. Past tense in the 3rd person.
This is the grammar to use when writing minutes,
9. Do not add unnecessary detail
 10. Proofread your work

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