Meetingminutes

What is a meeting minutes?

A meeting minutes is a written record that specifically deals with

all the topics discussed and decisions made during a meeting. In other
words can be defined as a summarized account of what was discussed and decided.

Although it is simple, making meeting minutes requires a lot of attention. This is because
no detail can go unnoticed, much less incorrect. That is why the minutes of
Meeting is always so important.

Hours of endless debates. When someone finally realizes, at the end of the meeting,
It may be necessary to schedule a new meeting. This situation routinely occurs.
because the topics discussed were not on the agenda, causing productivity
drops drastically, whether due to the loss of time itself, or due to the discomfort
of collaborators participating in unfounded meetings without management.

A good way to prevent this from happening and to ensure the productivity of the meeting and
Two collaborators in general, is to create the habit of always preparing a minutes of
meeting that documents and formalizes the issues addressed by the participants and the
decisions that were made. Thus, the most controversial topics will no longer be
targets of daily meetings, without any effectiveness, since decisions about the
The topic is documented. Generally, the document is made by a responsible person.
organizational of the company, like an executive secretary.

After the preparation of the document, the meeting minutes template should be sent to everyone.
presents and they must respond within a given timeframe, if there is any
some disagreement.

Thus, the possibility of a misunderstanding or a communication failure is

almost zero.

In this way, during brainstorming, a group of people gathers and uses their
thoughts and ideas so that they can reach a common denominator, with the
objective of generating innovative ideas that advance a certain project

What is the importance of the Meeting Minutes

The importance of the meeting minutes is to provide alignment between the parties.
interested in having a guarantee of information transfer, in case of need
of confirmation. So, how is this done?

Since the minutes are a kind of reference file, they offer flexibility and
tranquility in case any factor discussed in the meeting is forgotten.

Thus, this document serves as an ally to keep the company organized and
well controlled, since many important decisions are made at this moment
What is the purpose of a meeting minutes?

The meeting minutes are a document primarily used in a professional context or

institutional to maintain the records of decisions and arguments presented in meetings.
It is important for the organization of information, decision making, and collections.
resolving and legal protection.
She is different from Paula in the meeting, which precedes the event and the list of topics that will be.
discussed. Understand better what the difference is between minutes and meeting agenda in this other
article.
As it is a formal document, it is necessary to collect all the signatures of those present.
to validate the registered information. If the use of the minutes is exclusively internal,
the signatures of people can be replaced by simple email blasts. But,
It is necessary and good to set a deadline for receiving responses indicating any
discrepancy. And if that happens, it is necessary to return to the open points until generating
granted among the participants
The meeting minutes are still the best way to record the issues discussed and decisions made.
minutes taken in meetings, considering their simple and practical format. The minutes of the meeting
it is also very important for those who work remotely or from home, since it is
based on the minutes that the employee will acknowledge what was agreed upon in each
alignment meeting of your team.
A few decades ago, minutes had a reputation for being complex documents, with
flowery vocabulary and very technical information. However, currently, the
the requirement for extremely formal Portuguese has diminished, making the document easy to
to be elaborated and, mainly, to be understood.

Since the first records of meetings, the minutes have been the essential documents that
formalized the decisions made in companies, condominiums, and associations. In the days
Currently, minutes continue to be an excellent tool for formalization and dissemination.
of extremely important information, especially because they have become more flexible
regarding its format and presentation.

Meanwhile, some general formalities are still valid, especially in

regarding the essential information that must be included in a document of this type.

How to make meetings more productive

Before we learn a little more about how to make a good minutes of meeting.
In a meeting, it is necessary for the person responsible for the minutes to keep in mind
how to provide a more productive meeting. Most organizations
are unproductive or poorly conducted meetings. However, the effectiveness of
The meeting measures, comparatively, the effectiveness of the leader.

Based on this scenario, it is possible to affirm that the role of the professional
responsible for drafting the minutes is to be the main problem solver of the
procrastination and unproductivity. In other words, it should optimize time
everyone involved, ensuring that the purpose of the meeting is clear
for everyone before the start.
For this reason, check out these simple steps to ensure the effectiveness of your meeting.

. Make a checklist of all the resources you will need to hold the meeting;
. Clarify the category of the meeting: alignment or planning meeting?
Communicate the meeting with great objectivity and clarity;
. Define a duration time and set a maximum duration time and follow it.
combined planning. During the meeting remember that punctuality is
essential, just like the focus on the purpose of the meeting;
. Invite only the people who really need to go, why they need to go, and what
how she will contribute.
. At the end of the meeting, check if the desired outcome was achieved;
. Post-meeting: draft the meeting minutes containing all the topics discussed and
which are still pending action by one or more of those involved.

What are the types of minutes that exist?

The data can be (formal and informal)

Meeting minutes are much more than mere texts that gather the
problems and agreements dealt with. They are the documents that certify a fact,
official (as in cases of government or public bodies) or private (as in
occurs in companies). Regardless of the type of minutes to be held, it
It must be written in a way that does not allow any modifications.
posterior.

How to make a formal meeting minutes

As the name itself suggests, the main aspect of the formal meeting minutes is the
your extreme formality. It must be signed by all participants and
to be registered in a notary office. The main examples of this modality are the
contractual changes, changes in the board of directors, among others.

The formal minutes consist of 5 parts:

1. Opening: indicates the date, time, place, and the name of the entity that is
reunited;
2. Legality: declaration of legality of the meeting ensuring its existence
of quorum, according to the current statutes. In the impossibility of
due to the absence of a minimum quorum, the meeting does not
it may be carried out, but the minutes must be recorded so that the fact remains
registered;
3. Informative record file containing the names of those present
and the justified absences, in addition to notices and other matters;
4. Agenda: It corresponds to the main point of the meeting, where it takes place.
the record of the discussions and decisions made during the meeting. The facts
They must be narrated in chronological order and also recorded.
questions, the voting method and the result, if any;
5. Closing and conclusion: when all the events were
registered.
How to write an informal meeting minutes
The other type of meeting essentially has its aspect of
informality. It is a kind of summary of the meeting, in which are recorded
only the most relevant information and that, later, may be
sent to the sectors and professionals involved. The main examples of this
the modality includes departmental meetings, meetings with clients, among others
others.

The topics that should be included in the informal meeting minutes are:

. Date, location, start and end time of the meeting;

. Present participants and their respective positions;
. Meeting agenda: without a doubt, this is one of the main pieces of information
that must be included in the minutes, both for conducting the meeting and for
make explicit the objectives for which people were invited to
to meet and discuss the proposed topics;
. Topics addressed and record of decisions;
. Commitments: an extremely important topic for recording deadlines
for the execution of each collaborator's tasks, where it is established the
day, time, location and participants of the next meeting.
A good meeting minutes should include these topics, other information is
welcome, but unnecessary, considering the objectivity that is so
search in organizations. Therefore, we emphasize that the meeting minutes must be a
direct document, easy to read and identify the decisions made. By
on the other hand, a record that does not cover all these items will be incomplete,
leaving those interested with doubts and liable to cause future problems.

Benefits of using a Meeting Minutes Template

A meeting minutes template can bring several benefits to a company or

organization, such as:

Standardization: with a meeting minutes template, it is possible to standardize the

the structure and content of meeting minutes, making comparison easier
among them and the identification of important information;
Record of information: the meeting minutes is an important document for
record the information discussed and the decisions made in a meeting,
allowing this information to be accessed later by
who could not attend the meeting or for whom needs to remember
issues discussed;
Reduction of conflicts: the meeting minutes can also help to reduce conflicts and
misunderstandings, since all participants will have access to the same
information and decisions;
More informed decision-making: with the meeting minutes, it is possible to have a
overview of the topics discussed and the decisions made in meetings
previous, allowing participants to make decisions more
informed and based on prior information;
Time economy: with a meeting minute template, it is possible to save
time in the preparation of the minutes, as many elements of the structure will already be
 predefined, allowing the focus to be only on the relevant information
discussed during the meeting.

In summary, the meeting minutes template can help ensure effectiveness and transparency.
in meetings, in addition to helping with information management and more informed decision-making
informed.

Main tips for writing an effective minutes

We list a selection of the main tips to make your life easier and to do
how you prepare an efficient meeting minutes and are recognized for
That's it. They are:

. If the minutes are in digital format, prepare them in a text editor that does not
allow changes, like the PDF, for example;
. Do not use abbreviations of words or expressions;
. Write the numbers in full.
. Do not erase. Do not use correction fluid. If necessary, write the correction.
in full
. Utilize the company's logo, if available;
. Keep the same verb tense. The options are the verb tense.
present or in the past perfect. Do not mix the two.
. Keep a clear and objective writing.
. Keep the document filed securely, preferably with
backup.

It is of total importance that:

1. The document must be saved in text formats that do not allow

changes.
There can be no erasures in your printed version, such as the use of
correctives.
3. Names and numbers must be written in full.
4. The language must be as formal as possible, in the past tense.
perfect of the indicative and without any type of abbreviation of words.
5. All text must be written without paragraphs, always simple and
objective.
Formal Meeting Minutes

On the 20th of April 2023, starting at 8 PM and ending at 10 PM

the meeting of student companies chaired by Octavio unfolded
Chacudzuca Xavier and Bento Florencio are good in the position of head of the groups.

With the participants

Armando razor collaborator

Manuel tattoo collaborator

Ricardo Pedro collaborator

With the request for minutes of previous meetings made by Mr. Bento Florendo Bene and
reinforced by Octavio Chacudzuca Xavier. The report was presented by
Armando Navalha and Manuel Tato also addressed the topics of the minutes of a
meeting, with the final decision knowing how to write minutes, understanding the principles, the
its importance and the types of minutes.

Record of Informal Meeting

On the 20th of April 2023, starting at 8 PM and ending at 10 PM, they gathered
the students of the Apolitenica Institute of Electrical Engineering with names, Bento
Florindo Bene with the student load, Octavio Chacudzuca Xavier with the load of
student, Armando Novela with the position of collaborator, Manuel tata with the position of
collaborator and Ricardo Pedro with the position of student. The meeting was presented by
Bento Florido Bene, with the aim of informing students and collaborators about
participate in the vote for the presidency to the head of the nucleus. The topics to be addressed will be debated
to vote for the head of the nucleus, with discussions on the topic to be discussed
we had some final conclusions to be addressed.

Father

At eight o'clock, on the tenth day of April in two thousand and four, in room 01 of the school building,
Manga Secondary School, pedagogical coordinator, started the agenda of the day about the
reorganization of the schedule for the exam week. He suggested that the exams be
applied in a rotating manner so that the teachers would not be at a disadvantage in the
your content. The teacher, Mrs. Maria, requested that, if possible, the tests not
occur in your class, given that its content is already quite behind compared to
with the others, due to the use of your class for events and votes in the previous month.
Mr. Jose asked if everyone was in agreement and, since there was no objection, the rule
it applies to everyone, except for Mr. Maria. Then there was a quick vote on the
non-use of uniforms by students in the sixth grade this week, because
there will be a conference and the students requested the teachers. All the
teachers were in favor of the students' voicing. There was nothing else to discuss.
the meeting has been concluded

Coordinator

Professor

Conclusion

There are no rules or standards for creating meeting minutes. As long as it is capable of collecting
and to organize all the information discussed, we have all the creative freedom.