A meeting minute is a written document that describes the events of the meeting, a list of attendees and, if necessary, action points each person in the meeting has to carry out. It may also show the decisions taken during the meeting. This document is useful because it states the responsibilities of each person and serves as a guide to check what’s needed in order to complete the event or project. For recurrent meetings, a minute is also important because it serves as a tracking tool to follow up on the issues around the event.
Parts of the Meeting Minute
Heading: name of the team, date and time, and location of meeting.
List of attendees: names of those who attended the meeting.
Action items: points every topic or action that needs to be addressed, what needs to be done and who will be in charge of such action.
Announcements: include the announcements or news that participants want to discuss in the next meeting (if any).
Next meeting: provide details of where and when of the next meeting.
After the minute is written and ready to be sent, the person in charge of creating it should copy all people involved in the events of the meeting whether they attend or not.
Evaluation
Read the scenario and prepare a meeting minute based on that. Download the meeting minute template to get started.
Scenario Date: 11-08-2017 Company: AT&T In the meeting, John Smith, VP Finance, Carol Waltz, Quality Manager, Frederick Stamos, Human Resources Manager, and Gina Arrieta, Human Resources Generalist discussed the policies and procedures for hiring new employees for the temporary positions. They had to coordinate how the rules were going to change in order to fit this requisition since temporary staff does not enjoy same benefits as full time permanent staff. The temporary position has a schedule from 5pm to 12md; therefore, transportation and food had to be coordinated by Gina. Also, Carol has to define the quality assurance guidelines to evaluate the staff when they start working in their new jobs. Carol has to come up with the special quality guide and send it to John's colleague, Javier since he will be the manager for the new temp staff. John, who is the head of Finance, has to approve the budget for the costs of transportation, food, some benefits, and most important the paychecks. Finally, Frederick has to have all these details written in a single document which will be the contracts that the temporary people will sign. In order to have those contracts ready for next week, Frederick needs to be on top of everybody so that complete their duties on time before the new guys starting working here.