3.

Get right info, follow right format

To keep it short, here are list information that should be in your minutes of meeting:

• Time, date and venue of meeting

• List of attendance (and their position)
• Agenda of meeting - key agenda, details, and specific action plan, and owner/executor of
the plan
• Name of person taking minutes (you!)

As for the format, there is no school of thought that says there is this specific format that you
need to follow. What you need is a simple and user friendly format. You can follow the
following:

[Name of company]

[Date, Time and Venue]

[Minutes prepared by]

[Agenda]:

1.
2.
3.

[Attendees]:
1.
2.
3.

[Details of meetings]

No Item Details Actions to be taken by

1
2
3
4

4. Keep a record

Normally, after minutes are hand-written, they are transferred into a proper computerized
document (e.g. Microsoft Word or Excel), properly restructured, save and printed out. Good and
fast typists can immediately record conversation into the computer/laptop, where this requires
less time for fine tuning later on. The minutes are then distributed among the attendees of the
meeting, or those who will be responsible to take actions as per discussed during the meeting.

Samples of meeting minutes are to come. Stay tuned.

As explained before, there is no specific format that you must follow in order for you to write
and complete minutes of meeting. However, it is imperative for you to have all the necessary
information and details and in order.

Always remember the purpose of the meeting, which is to keep an accurate record of a company
or a group’s meeting, as well as the key decisions taken, and people involved.

Believe you me, taking good meeting minutes can be crucial and having the right skill will
make the employer loves you more (even though this can mean you will be assigned the record
keeper every time meeting is held!).

Below is a sample of minutes of meeting you can follow. At the end of the sample, you can also
download a template of the minutes, which is available in MS Word format. With all these being
said, you should let the creative juice flowing out of your mind and hence feel free to customize
the sample and tailor it according to your organization’s need.

Minutes of Meeting
Company: Forsell Consultant
Date: 23 June 2009
Time: 10am to 12am
Venue: Command Center, Forsell HQ

Attendee:

1. John McClane, Branch Manager

2. Jacklynn Victor, Principal Consultant
3. Long Ah Kau, Senior Consultant
4. Salamon Selamat, Field Consultant
5. Mydin, Senior Marketing Executive
6. Siti Nurhaliza, Operations Executive

Agenda:

Proposal to organize Career Talk

2. New recruitment drive and strategy
3. General (other) discussion

1. Proposal to organize career talk

This is an initial discussion to follow up on Politeknik Johor’s invitation for Forsell Consultant to
hold a Career Talk in their college for graduating students in Diploma and Certificate. On
Monday, the Dean of Politeknik Johor contacted Forsell’s office and has asked Forsell for event
proposal (RFP).

No Item Details
1 Event structure 2-day event to be held on weekend. Actual
dates TBA and to be decided by event
committee.
Possibility to extend other students and
graduates from other schools and tertiary
institutions.
2 Formation of Secretariat McClane elected as Event Director, and to be
assisted by Ah Kau as assistant.
McClane and Ah Kau to appoint committee
members and announce in 2 days. Committee
to have first meeting in 3 days.
Other meeting attendees to leverage
assistance and brainwash ideas.
3 Sub-events 8 events have been suggested, 4 have been
agreed - Resume Workshop, Presentation
from a MNC’s representative, Motivation
Talk and Exhibition.
McClane and committee to present to the
management details of event proposal. Upon
all agreement, committee is to hold progress
meeting once a week until the event takes
place.

2. New recruitment drive

Company’s expansion has resulted the need for additional staff and consultants. Discussion was
aimed to draw strategy for attracting new personnel and talents

No Item Details
1 Issue and scenario Mydin suggested Forsell to implement new
strategy and plan to capture new talents in the
company.
According to Mydin, existing strategy is not
bearing fruit and not meeting expectation.
Salamon and Siti endorsed Mydin’s
suggestion.
2 Brainstorming new strategy 10 new strategies are brain stormed, 3 were
agreed upon. The 3 are:

3 New hires training
a. Going TV. Ah Kau to check the pricing and
process with a number of TV stations.
b. Radio advert. Siti to check pricing and
process with a number of radio.
c. Internet banner advertising. Mydin to
discuss with a few internet ads companies
and shortlist a minimum of 3 advertisers.
All agreed current training program for new
hires is not effective due to short duration (2
days).
Unanimous decisions agreed on 2 principles:
a. Training period to be extended to 1 week.
b. Last 2 days of training is to be conducted
by external consultant. A mini meeting to be
scheduled in discussing the consultant’s
appointment.

3. General discussion - for any other issues raised

No Item Details
1 Flexible working hours Salamon raised suggestion for company to
allow flexible working hours by employees.
Reason: different staff perform their best at
different time.
McClane & Ah Kau disapproved but the rest
said the idea should be accepted as a possible
implementation.
McClane to raise the issue to the country
management and discuss.
2 Hospital visit As one of the staff, Rihanna, Staff Manager is
hospitalized, a visit has been agreed which is
27 June 2009.

Meeting was adjourned at 12am. Next meeting is scheduled a week from now, i.e. 30 June 2009,
same venue and time. All owners of designated actions are to present their feedback.

Minutes prepared by: Long Ah Kau

To download the sample template, click here.

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