NAME M.

HUSNAIN ZAHOOR

ROLL NO BSF1901688

CLASS. BS CHEMISTRY 3RD M

ASSIGNMENT. MINUTES OF MEETING

SUBMITTED TO. MAM MARIA KHALID

SUBJECT TECHNICAL WRITING AND PRESENTATION

SKILLS

SUBJECT CODE. ENGL1112

UNIVERSITY OF EDUCATION FAISLABAD

CAMPUS
MINUTES OF MEETING:
INFORMATION:
Every day, there are important meetings in your office. Decisions made at these
meetings can be time-consuming, financially rewarding and can change people's
activities. With important issues at stake in meetings, it is not surprising that meeting
minutes are considered to be of great value. The minutes of the meeting serve as a
record of what was discussed and a decision was made at the meeting, what action
to take, who to take and when. So, since it is so important, what are the minutes of
the meeting? What exactly is included in the minutes of the meeting? And why are
these things important? How are they organized?
 DEFINITION:

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.

MEANING:
The name "minutes" possibly derives from the Latin phrase minuta scriptura (literally
"small writing") meaning "rough notes"

Why meeting minutes are so Important:

Although it may seem like writing meeting minutes can take a lot of time, they will, in
fact, help you save time and money. Meeting minutes provide a written record of
what was discussed and agreed at a meeting, so you and your colleagues will have
the same recollections from the meeting and the same ideas about what was agreed.
With good meeting minutes, you make sure everyone knows what was decided and
what needs to be achieved by what date.

Not taking meeting minutes can be costly in terms of both time and money, for
example when you and your colleagues have different recollections of what was
agreed during a meeting. In the worst case, if meeting minutes are not written you
may end up having to repeat the meeting. So, getting into the habit of taking meeting
minutes is good practice.
 One of the most difficult things about taking minutes is knowing what to
write down and what to leave out. Keep these two central points in mind:
Don't try to write everything down – it's impossible and not useful. Minutes
are not a blow-by-blow description of what was said.

What should you include when writing meeting minutes?

Before you start taking notes, it’s important to understand the type of information
you need to record at the meeting. As noted earlier, your organization may have
required content and a specific mom format that you’ll need to follow, but generally,

meeting minutes usually include the following:

 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

 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

Minutes Of Meeting Format:

 Generally meeting of minutes Begin with organization name ,place ,date and
list of people present, absent and time.
 All agenda fo said meeting
 All official decisions must be involved
 The reports given and personal involves
 The vote tally may also be included
 The date ,time and place for next meeting
 Assignments amd person responsible
 The meeting may end with a note of time that the meeting was adjourned
Forms Of minutes of meeting:
 Vedio recording
 Audio recording
 Hand recording
Types of minutes of meeting
1.Minutes of narration
2.Minutes of resolution
3.Verbatim minutes
4.Decision only minutes
5.Anecdotal minutes

Minutes of narration:

These minutes will be giving a lot of information clearly and in a few words brief but
comprehensive , summary of all the discussions which took place , the reports
received ,actions to be taken and decisions to be made it contains three things
1.Names of the participating members
2.Name of the proposer and supporter
3.Discussion summary & resolution’s

Minutes of resolution:
Minutes of resolution means the written statement of the decisions that have been
taken and approved by the participating members of the meeting. Only the main
conclusions which are reached at the meeting are recorded in minutes of resolution.

Verbatim Minutes:
Verbatim minutes, like transcripts, are a record of every single word said at a
meeting. They are often long and can be difficult to skim for a particular piece of
information. With the exception of courtroom proceedings and Congress, a verbatim
record of a meeting is rarely necessary

Dicision only Minutes:

Action minutes are also called decision-only minutes. They include only the decisions
made and none of the discussions that went into making them. In other words, they
capture only the conclusion of discussions and the actions that need to be taken.

Anecdotal minutes:
anecdotal minutes are records of the consensus of the discussions that lead to the
decisions and decisions/actions required. Discussion minutes are recommended in
most cases. The note taker should include significant points made by the group and
refrain from recording personal comments.

How To Write Minutes of Meeting:

Before meeting preparation:

1.Choose your technology
What tool will you use to capture information? While some minute-takers still use
shorthand, more often nowadays people are using a laptop.
2.Review previous minutes
Before you start, it’s a good idea to review the minutes from prior meetings.
3.Obtain the meeting agenda, other pertinent materials
The agenda for an informal meeting lists only the items the attendees will discuss
during the meeting. But the agenda for a more formal meeting could list the times,
the events, speakers, rooms and activities. Make sure you get a copy of the agenda
beforehand, especially if you’re not the one who helped prepare it.
4.Speak with the chairperson in advance
Go through the agenda together to establish the main topics and the group’s goals.
Then determine with the chairperson whether the meeting is going to be formal or
informal.
5. Arrive early to check equipment, materials
Of course, you’ll want to check your audio or video equipment in advance, and make
sure you have enough batteries and extension cords. If you will be using a laptop,
make sure to bring every accessory you’ll need.
6. Create a seating chart
This is a good idea, especially if you don’t know the attendees or have a large group
—eight to 10 people—in the meeting. Before everyone arrives, draw a diagram of
the table in your notes. Then, as each person takes a seat, write his or her name in
the right position.

7.Determine your position at the table

Ideally, you should sit next to the meeting leader or chairperson.
8.Introduce yourself
You should introduce yourself.

During the meeting:

1. Ask yourself, as you’re taking notes:
“Will it matter in two days, two weeks, two months, two years?” If yes, include it. “I
still find myself putting things in my draft that do not matter and later removing
them.
2. Summarize
Don’t record conversations word for word.
3. Do record motions word for word:
Indent them for easy scanning
4. Use keywords vs. sentences:
Record minutes in a steno pad. On the left side, write keywords; on the right side,
make short notations on the keywords. Want the notes to stick in your memory?
Write on a color pad.
5. Keep emotions out of the minutes—yours and those of attendees.
Example: “Mr. Smith, exasperated by the discussion, left the room.”
6. Be an active listener:
“If someone makes a motion and you didn’t hear it clearly, interrupt the meeting and
ask,” Michaels says. “If you don’t understand something being discussed, but you
can’t interrupt the meeting, make a note on your pad to ask the chairperson about it
later.”
7. Reflect accurately the order of the discussion, even if doesn’t follow the agenda.
“These are legal, historical documents, and you are the one who took those notes,”
she says. “You never know when you will be asked about a meeting.”
8. Switch to using your laptop for minute-taking “Listening to the meeting while
recording it and then listening to it again to complete the minutes was double duty,”
she says. “Now I save time by typing keywords, short sentences and notations into
the agenda.”
9. Create bulleted lists
Ikwhen recording a list of comments, suggestions or concerns.
10. Streamline your sign-in sheet.
Michaels uses a three-column template: The first column lists all staff and attendees.
Attendees initial the second column and mark their arrival times in the third
column.“Two days before the meeting, I ask staff if any guests are coming, and I add
them to the sheet. The morning of the meeting, I put it by the door with a pen and a
‘Please sign in’sign. At the start of the meeting, I ask the chairperson to announce for
all attendees, including board members, to sign the sheet.”

Post-meeting:
When it’s time to produce your meeting minutes, follow these steps:
1. Gather your materials
Pull together the agenda, your notes, any reports or documents that were
distributed at the meeting, and verbatim copies of motions and resolutions.
2. Create a draft within 24 hours,
while the information is fresh in your mind
If you used your laptop to take notes, it won’t take a lot of time to type your draft.
3. Double-space your minutes
That way, handwritten corrections can be easily and clearly inserted.
4. Make sure to include any attachments
5. Send a draft to the meeting leaderAsk the leader to review the minutes before
you send them out to attendees. This gives him or her the chance to clarify anything,
or to add an important point.
6. Prepare to make corrections After you’ve spruced up your notes and formatted
the document,

What Not To Include In Minutes?

 The opinions or interpretation of secretory
 Judgemental Phrases e.g Heated Debate
 Discussion: Minutes are a record of what was done at the meeting,not what
 was said in the meeting.
 Motions that were withdrawn
 Name of seconder is unnecessary