What Is an HR Meeting Minutes?

This is the written record of all actions taken during a meeting. They are used to inform those who were unable to attend the discussion about what transpired or to document what was discussed so that it can be reviewed and used to influence future decisions. The meeting minutes serve as a tangible record and a source of information for individuals who could not attend the meeting. The minutes of a meeting may serve as a resource in various situations. According to available data, some researchers believe that up to fifty percent of meeting time is wasted.

Benefits of Meeting Minutes

It’s not an overstatement to state that collecting meeting minutes is one of the least attractive chores you or your HR team selected. However, this in no way reduces the significance of the critical points. The meeting minutes are one of the most valuable documents produced during the conference. If you still have reservations about the value of meeting minutes, here are five reasons why you should entrust this task to someone more innovative and more reliable:

Provides legal protection: To guarantee that your firm complies with state rules and to maintain a backup of your tax return, it is essential that you meticulously record meeting minutes. These points outline the plans of the board and company leadership and are one of the legal papers deemed valid by the court’s auditors. Legal professionals believe that if an action is not recorded in the minutes, it did not occur.Minutes provide structure: Even though there is no ideal format for meeting minutes, legal authorities such as the IRS and courts advise businesses to make significant efforts to capture the meeting’s key points. Therefore, the person responsible for recording minutes must clearly describe how the board of directors or management arrived at a particular decision. The minutes must include the organization’s name, the meeting’s date and time, the meeting’s convener, and a list of all attendees. Any conflicts of interest, voting restrictions, or other motions made at the meeting must be specified in the minutes. Also required is the name of the individual who took the minutes.Minutes motivate the team to act: Minutes of meetings, when taken correctly, provide a driving force for management, the team, and the employees. The clarity of the decisions eliminates any uncertainty in the group. Aside from that, meeting minutes provide insight into the meeting to those who were unable to attend.Minutes are a standard unit of measurement: When authentically recorded, meeting minutes constitute a review document of enormous significance. This document can be utilized to gauge the progress. As the minutes provide complete information regarding responsibilities and accountability, they also include a call to action.Minute is owned by the state: In the case of voting, the minutes contain a detailed account of the votes. It contains information on who was voted for and by whom. This protects the corporation in a legal dispute, as they have written evidence of the majority vote. There are a variety of formats for meeting minutes. Experts in corporate secretarial services assert that long and detailed minutes are the most effective. However, it is up to the management to decide whether the meeting minutes should be lengthy and thorough or concise and to the point.

Components of Meeting Minutes

There is so much information on preparing good meeting minutes that it is becoming somewhat complicated. Due to this flow of information that is not always straightforward, meeting note-taking might feel like a hardship. Unfortunately, the opposite is accurate: Notes from meetings are a valuable resource for teams and a crucial means of sharing and disseminating knowledge across your organization. This section will examine the components of a meeting’s minutes.

Date and time of the meeting: The date and time must be noted before beginning the actual preparation of the meeting minutes. It seems obvious, but it’s worth mentioning because it’s crucial to recall past meetings and comprehend when they occurred, what was accomplished, and what remains outstanding.Names of the participants: The following step is to record the names of all participants and those who were unable to attend. Typically, a portion of the beginning of the meeting is devoted to the acceptance or alteration of previous meeting minutes, allowing you to review who participated at the last meeting and create a draft version of an attendee list. Even better, use the work calendar invite to verify participant names as they join or enter the room.Purpose of the meeting: It’s pretty important to write down and clarify the “why” behind this meeting. Try to be clear about why this meeting was called and what it hopes to accomplish. This will be useful for people who couldn’t make it to the forum and make decisions based on what was said at the conference.Agenda items and topics discussed: Consider utilizing the meeting agenda as a basic template for your meeting notes. Use each agenda item as a section to write your meeting notes, including any outcomes or critical choices. It is a good idea to publicize your meeting agenda in advance so that everyone may provide input and offer changes. This also guarantees that no one enters the room unaware of what will be addressed. Using a meeting minutes template that you can use often can save you a great deal of time and effort and create familiarity. A meeting agenda is only worthwhile if the most relevant and vital issues will be discussed interestingly. It certainly provides fodder for thinking.Action items: Effective meetings result in assigning tasks to various members. Record any decisions or action items immediately to transcribe them accurately. Capturing everything would be impossible, so instead, listen for actions that must be taken about the identified significant decisions, recommendations, challenges, or solutions. You will be able to hold each other accountable for your obligations and assist one another in completing activities that get you closer to accomplishing your bigger organizational goals if you document the meeting’s action items.Next meeting date and place: If you are taking formal meeting minutes, the attendees must know when the next meeting will be called to order about this project or topic of discussion. This provides a broad idea of how much time you have to fulfill your given obligations. Knowing when your next meeting will be will allow you to manage your time and prioritize your duties effectively. It is equally essential to know the location of your session, whether it takes place online or in person. Ensure that you have the necessary software downloaded, or if it’s an in-person meeting, that you’ve calculated how long you’ll be sitting on the highway – in which case, you should likely have a podcast and ready to go!Documents to be included in the report: The final component of the meeting report should be supplemental materials that should be distributed alongside the minutes. Consider whether any materials used or referenced during the meeting would be relevant for your team members. This may comprise a log of actions or issues, KPIs, updates, or modifications to the project.

How To Write Meeting Minutes

Typically, meeting minutes record the actions taken at the meeting, including projects assigned, who was given these assignments, and other significant workplace decisions. This helps employees recall what was discussed at the meeting. It also allows employees who could not attend the meeting to learn what was discussed, so they do not miss any vital information. In this section, we will provide steps on designing your own.

1. Prepare a template in advance of the meeting

To ensure that you are well-prepared for the meeting, you can create a template with the relevant information before the meeting or as soon as you are seated in the meeting room. You can create a template with placeholders for specific meeting items and information in advance. It may be easier to make this template if you discuss what information is essential to contain in the meeting leader’s minutes. You can also request to view former meetings to examine the previous formatting and better understand what information to include. Once you have decided what should be included in the minutes, you can create a template and fill in the blanks.

2. Take notes regarding significant acts, choices, projects, and debates

As soon as the meeting begins, you can start taking meeting minutes. It may be simpler to document only the most significant aspects of the discussion rather than everything said. If attendees attempt to pass motions, record who sought to move an action, what it was, and whether or not it was given. Additionally, you should log every vote taken. Record the names and pertinent details of those who deliver reports or presentations. You can also record any assignment updates or new assignments issued to an employee by a manager. Notate the name, essential task data, and exact due date. Managers and leaders rarely demand you to record talks and discussions. If so, you should document them objectively and avoid using adjectives to describe people, their activities, or your beliefs. Research indicates that taking notes indicates attentiveness and a belief in the significance of what is being said. Your notes also act as a guide to help you perform your job more effectively; you can quickly access the essential information you need to succeed anytime you need it. In addition, taking notes improves your intelligence.

3. Gather duplicates of any reports or presentations

If any reports or presentations were delivered during the meeting, you should obtain them from the presenter following the meeting. If they cannot provide you with a physical copy, you can request that they email it to you. When sending the minutes to the appropriate personnel, you can attach these reports or presentations. This serves to refresh the attendees’ recollections. It will also help absentees comprehend crucial information they missed during the conference.

4. Examine your notes and ask any remaining questions

Notate the meeting’s adjournment time following its conclusion. Examine your notes to determine whether you missed any crucial information when taking notes. If the individual from whom you require extra information is still present in the room and not otherwise engaged, you may seek this information from them. If you cannot obtain additional information from someone in person, you might write a professional email shortly after the meeting requesting this information.

5. Type your meeting notes in paragraphs that are easily understood.

As soon as you complete taking notes and the group adjourns, you should type the meeting minutes while the data is still fresh in your mind. Separate each significant decision or action with the appropriate specificity in its paragraph. Maintain the present tense throughout the entirety of your meeting minutes. Ensure that the language is objective and clear to comprehend. It will help if you concentrate on what was done throughout the meeting. If there are multiple pages, you can number them after inputting the minutes. Include any pertinent supporting materials and proofread for clarity, spelling, and grammar errors.

6. Request authorization from management

After typing up your notes, you can submit this document for approval to the meeting’s leader. Inquire whether anyone else needs to review and sign this document. Send the meeting minutes to all required parties and obtain their approval signatures. If they require adjustments after reading the minutes, make them immediately and indicate on the minutes that they have been authorized before sending them out.

7. Send the minutes to your list of employees

When you’re ready to deliver the meeting minutes, ask the meeting’s leader how to do so; typically, email is the primary means for sending meeting minutes. Determine the preferred technique of the leadership and attach any appropriate documentation. Ensure that this document has been given to all attendees and absentees on your list. Additionally, you should confirm this list with the meeting leader and inquire whether you should send the meeting minutes to any additional employees.

FAQs

Who should take meeting minutes?

The person who takes meeting minutes can be a professional, like an assistant who comes to the summit only to record it. But one of the people at the conference can also write down the notes.

Who is responsible to write minutes?

While boards typically select a secretary to record meeting minutes, this does not make the secretary solely accountable for their execution. Before accepting the minutes, all board members are responsible for contributing to and ensuring their accuracy. Statistics indicate that the average worker spends at least three hours per week in meetings, while 30% of workers report spending more than five hours per week in meetings. Approximately 15% of an organization’s time is spent on meetings, with a survey report indicating that 71% of those sessions are ineffective.

Can anyone take minutes in a meeting?

As a secretary, you are responsible for capturing pertinent meeting notes. Then, it would help if you utilized these to create a final document distributed to attendees and anybody else who requests a copy. You must know what to prepare in advance to produce valuable minutes.

If you took meeting minutes before and cannot locate past meeting minutes, you can obtain a pre-made template online to use as a guide. You can find one online, download it, then modify it to match your chosen format. Once you have created a meeting minutes template, you can use it for every meeting appointment to maintain consistency and make it easier for attendees to get information from each session.