MINUTES WRITING
"Meeting” and “Minutes” are the most important parts of human activity. Meeting can be define in the following way:
“Meeting is a gathering or assembly of two or more persons for transaction of some lawful business of human concern."
Generally meetings are held for the following aims :
(i) To get the solution of any problem.
(ii) To exchange opinions, experiences and make suggestions.
(iii) For planning and management.
(iv) To transact official business, take decisions and make recommendations.
(v) To acquire knowledge of new fields.
There are two types of meetings:
(i) Public meeting
(ii) Private meeting
Public Meeting
It is addressed by the leader and attended by the public. Normally this meeting takes place in a hall or a park/public place.
Private Meeting
This type of meetings are organized by private concerns related with the business.
Agenda
An agenda is a list of programme of a meeting in the order they are to be taken. This agenda should be prepared by the secretary in consultation with the chairman.
MINUTES OF THE MEETING
Minutes are the record of a meeting. This record is kept in a safe custody. Minutes should be written up as soon as possible after the meeting. The minutes should be written in the third person and in the past tense. Minutes should be clear.
You can write the minutes of any meeting in the following way:
(i) First of all, give the description of the meeting and mention the name, date, time and place of the
meeting.
(ii) Mention the name of the supreme authority may be chair person, chairman and the name of other
members, their designation who attended the meeting,
(iii) Do not forget to mention the list of such persons as are absent.
(iv) It is very important to confirm the last meeting minutes,
(v) Any other important information regarding the meeting.
(vi) Lastly, take the signature of the chairman before sending the minutes to the other members.
It will be better to first prepare a rough draft of the minutes and then get it approved by the concerning authority. After the meeting, it is the duty of secretary that he/she should prepare the draft of minutes for approval. He has also to fix the next date for the meeting.
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