Minutes of Meeting

Meeting minutes are notes taken during an annual general meeting or extraordinary. They outline the important subjects that will be discussed, motions that will be submitted or voted on, and activities that will be carried out. Meeting minutes are often taken by a designated member of the organization. Their job is to keep an accurate record of what happened during the meeting.

An Annual General Meeting (AGM) is a yearly gathering of interested shareholders of a firm. At an AGM, the company’s directors deliver an annual report to shareholders that includes information on the company’s performance and strategy. The annual general meeting (AGM) is held for shareholders to debate any issues concerning the company’s affairs and operations, as well as to engage with the company’s directors. The annual shareholders meeting is another name for the AGM. Shareholders having voting rights vote on current topics such as board of director nominations, executive remuneration, dividend distributions, and auditor selection.

Meeting minutes generally include the following information:

There are five major processes involved in keeping meeting minutes. They are as follows:

When the meeting concludes, the person entrusted with writing minutes should be given all of the resources he or she requires to write up the minutes in a clear, presentable manner.

After the meeting, don’t take too long to jot down the minutes. This way, everything from the meeting is still fresh in your mind. Examine the outline you made previously and make any required changes. This may entail providing additional information or addressing some of the problems addressed. Also, ensure that all verdicts, activities, and motions are fully documented. Review the minutes to ensure they are concise yet understandable.

Taking minutes will be much easier if a meeting is well-planned in advance. However, the chairman and secretary or minutes-keeper should collaborate in advance to define the meeting’s agenda. For example, the person taking minutes might collaborate with the chair to create a paper that would act as an agenda and establish the meeting format.

If the chair and secretary are unable to meet to prepare an agenda, it is the secretary’s responsibility to obtain a copy of the agenda before the meeting begins. The agenda will serve as a guide for taking notes and preparing the minutes. In addition, the agenda provides other elements that must be included in the minutes.

The Board Secretary is usually the person in charge of taking meeting minutes on most boards. The minutes taker in an organizational meeting might be a project coordinator or an assistant to a management or CEO. She or he should come a few minutes early and provide an attendance sheet with all members’ names and contact information.