PARAMJIT SHARMA

Minutes

A Brief Summary
of the
Proceedings
Of the meeting

PARAMJIT SHARMA
The Minutes

We waste hours
But saves minutes

PARAMJIT SHARMA
The Minutes

Are They Necessary ?

Written note after meeting

serves three purpose

5. A prompt to action

7. Link with next meeting

9. A Record OF What Occurred

PARAMJIT SHARMA
The Minutes Notes should follow a
planned set of headings

•Those Present
•Apologies
•Minutes of the Last
Meeting
•Matters Arising
•Items Discussed
•Any Other Business or
date of Next Meeting
Practical
•Circulation
Layout PARAMJIT SHARMA
The Minutes Alternatively Notes should
Have following headings

•Venue & Time Of meeting

•Who Chaired
•Who were Present
•Who sent Apologies
•Previous Minutes
•All Motions in exact form
•The names of proposer-seconder
•Summary of main points Discussed
•No Of those voted
•Decision On each Proposal
•Who is taking Action
•Date Of Next meeting
Practical
Layout PARAMJIT SHARMA
The Minutes The Notes Must Be

Accurate- omissions can cause problems

Objective- report what was said

Summary- no one read big Para's

Understandable- clear

Making Them useful Businesslike –who is doing what, when

PARAMJIT SHARMA
The Minutes
The Key Element which Jumps out
from style And layout are

•Decisions

•Actions

•Who will take Action

•The Form of That Action

•The Date of Completion

The Format
PARAMJIT SHARMA
The Minutes

Example

It was decided that a Action Date

breakdown
Of the costs involved in
the Project would Ram will
Be prepared and circulated Prepare 1 Circulate
Before the next meeting Page by15
summary December

The Format
PARAMJIT SHARMA
The Minutes
Do soon possible
after the meeting

Because you

•Remember the details

•Take less time for preparation
•Quick circulation
•Quick implementation
•Set example of Promptness

When to
Do them PARAMJIT SHARMA
After the meeting
• Collect unused materials
• return equipment
• clean up
• send thank you notes
• process the evaluations
• mail minutes & other follow up
items
• check that members have followed
up their responsibilities
• send update to absent members
• plan next meeting

PARAMJIT SHARMA
The Minutes

Moral : resist putting off

Moral :finish your job

PARAMJIT SHARMA
 THANKS

PARAMJIT SHARMA