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Minutes of Meeting Tutorial :

This meeting minutes tutorial will explain how to compile minutes of meetings.

Minutes are a record of the proceedings of a meeting e.g. who attended and did not, discussion that took place, action to be taken, time the meeting closed. The way the minutes are recorded may differ depending on the type of meeting it is. By this I mean, you may need to record all the discussion as well as the resolutions or you may only need to record the resolution and not worry about the discussion leading up to the resolution. Sometimes, organizations also prefer the action officer is listed so it is clear whose responsibility it is to perform the action in the resolution. This is something you must clarify if the President of a Company or the Manager you are taking the minutes for.

Many minute clerks use shorthand to take notes at meetings. If you're interested in learning shorthand, try the following course or try this alternative to shorthand in this great book for beginners:

All official minutes (with a mover, seconder and that are carried) need to have a minute reference number. Minute numbers carry on from one meeting to another e.g. last meeting had resolutions numbered 21000 - 21050 and the next meeting will have numbers 21051 - 21000.

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When you type back your minutes, you must keep all matters in the order they were discussed at the meeting - even if they differ to your agenda. Sometimes items are discussed earlier as someone may not be able to stay at the meeting for the full length of the meeting.

Remember, if you cannot hear, you cannot record accurate minutes and this is the purpose of being the Secretary or Minute Clerk. If you cannot hear, please interrupt the meeting and address the Chairman (as Mr Chairman) to advise you cannot hear. The Chairman will then request the speaker to speak louder and clearer. It is most important that you hear. It is suggested you always sit beside the Chairman so it is easy to answer any questions he may have or you may have.

A handy book to assist you with your minute taking (includes information from setting up the meeting, agenda to recording minutes) is Taking Minutes of Meetings (creating success).

Who will take the Minutes?

Minutes are usually taken by the Secretary or Minute Clerk. If you are the person nominated to take the minutes, ensure you receive a copy of the agenda when it is distributed so that you are familiar with the matters to be discussed. If there are confidential matters in the agenda that are supported by written reports or correspondence, please make sure you receive copies of these pages as well as it will have pertinent information that you may need to record in your minutes e.g. correct names, property descriptions, file number etc. It will save you chasing this information later when typing up your minutes.

Minute Clerk or Secretary's Equipment Check List :

Before you enter the meeting room, please check you have the following tools and equipment with you:

1. 2 pencils or biros (whatever you are going to use to record the minutes) Paper
2. Dictaphone (to clarify any uncertainties when typing your minutes up) Agenda
   
   Also ensure the following have been made available if it is not your responsibility as you no doubt will be the one having to chase up the equipment at the last minute.
   
   The meeting room has been set up (refer tutorial on this)
3. Supporting correspondence that has not been included in the agenda but is required
4. Any maps or plans that will be viewed by those present
5. Data Processor or Overhead Project (OHP) if necessary and screen
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