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Taking Minutes of Meetings

Taking minutes of meeting accurately and communicating them effectively is an invaluable business writing skill. In today’s diverse business environment, it is not just the secretaries who are supposed to take down minutes of a meeting, instead managers are entrusting their subordinates to document the proceedings of a meeting. So, it becomes increasingly important that you know about some of the effective meeting tips that one needs to keep in mind while taking minutes of meetings.

Minutes of a meeting are simply the notes taken during the meeting to remind you what was discussed upon and what conclusion the meeting came to. It helps the organization to remember ‘what’ is to be done and ‘who’ is going to do it. Many a times there is a lack of clarity or disagreement among the colleagues about what happened in the meeting. Minutes of meeting help to clarify these confusions. Taking minutes of a meeting isn’t to be confused with a word by word recording of the meeting, instead minutes of meeting is a summary of what exchange of ideas took place in the meeting.

How to Take Minutes at a Business Meeting?

Decide how are you going to take notes. You can either use a pen-paper or a laptop, notebook etc.
Get the meeting agenda as an outline. You can get it from the last meeting. This helps in getting a better understanding of the meeting as it helps you to be well-versed with the topic that is to be discussed at the meeting.
Try to reach the venue earlier than everyone else. It helps you to choose a place of your choice. Make sure that the place that you have chosen is well-lit and is somewhere in the middle so that you can hear all the attendees.
When all the attendees have entered the room and are seated comfortably, pass an attendance sheet and get a list of committee members. Note the time from which the meeting begins
While taking minutes at a meeting don’t concentrate on details, only write down the motions and decisions including the point of view of committee members.
Use bullet points to note down the minutes as it becomes easier to read. Make a note of all the issues on which a conclusion couldn’t be reached. This serves as an important reminder to the committee about the things which still need to be done.
Once the meeting is over, prepare transcripts while your memory is still afresh and you can recall the important points discussed in the meeting and type the minutes and make a draft format. Double-check for typographical errors before sending it to the participants.
If the participants feel that the minutes need some correction, or this is not what they had intended to say, look into their concerns and get a consensus from other attendees. After all the attendees have signed off on the copies, keep the minutes with the facilitator so that it can be used in the next meeting.
Taking Meeting Minutes Template

There is no universal rule regarding the format of a meeting minute template. The meeting minutes format below is one of the many ways in which you can take down minutes at a meeting. You can also consider this template for a board meeting minutes template.

Name of the Organization:

Board Meeting Minutes: Day, Month, Year

Time and Location:

Present: Names of attendees

Absent: Names of members absent and their proxies if any

Proceedings:
Meeting called to order by (name of chairperson) at (time)
Agenda of the meeting
Highlight important discussions
Meeting adjourned at (time)
Future Business:
Agendas for upcoming meetings
Assignments for members

Every meeting has some suggestions, debates, conclusions etc. The main aim of taking minutes of meetings is to make sure that the time and effort invested in a meeting is not wasted. It also helps the organization to review its plans and policies. I hope this article helps you in case you are given the responsibility to take down minutes at a meeting.

Tags: Meetings, Minutes, Taking

PC on Satellite TV Software Reviews- Watch PC on Satellite TV in Minutes

Previously the package was selling at an astounding $350 but I was lucky to get the affordable cost of satellite TV software for PCs at only a one time fee of $$49.95. I managed to save at least $300 and started streaming endless channels including Satellite Channels for baseball, football, soccer, basketball, tennis, and racing!

Channels like ESPN News, Euro Sports TV, Game Sports TV, WHL TV, Fox Network, and Sport Star. When you purchase the easily down loadable software and get your PC on satellite TV, you will also access various other channels including movies, music, Kids Channels, Shopping News, Radio Stations, Weather, Educational, and many others.

There are many other PC on TV softwares but this is the one that impressed me most due to the ease of using it. To view satellite TV on your computer or laptop, you will need at least a broadband internet connection, a Pentium II processor with at the least 333Mhz speed for easy uninterrupted viewing.

The compatible operating system for a PC on satellite TV software include Microsoft Windows 98/ME/2000/XP. In addition your computer should have a hardware that has a sound card and a spare USB slot. To watch online satellite TV on your PC, you need to download the free media players like Windows media player, real player, or quick time player which will make your viewing easy.

To get your PC on satellite TV software you can now easily purchase from online satellite TV software dealers like the one given here. This PC on satellite TV software beats the rest in the market hands down and the dealers offer a money back guarantee in case you are not satisfied with the software.

Moreover there are no monthly subscriptions or deductions after the initial purchase of $49.95 with this package. This I found very interesting after being used to cable and other satellite TV where you pay over $120 every month.

The cumulative money you spend over the years with the cable TV option is usually staggering. The satellite TV PC software is also legal and accessible anywhere in the world-as long as you have access to the internet. This revolutionary internet satellite TV software works with all versions of windows and is easy to use.

The satellite for TV software enables to watch your home country movies and TV including from countries like Spain, UK, France, Germany, Italy, Portugal, Sweden, Netherlands, Russia, Japan, China, India, Cuba, Brazil, Iran, Iraq, Egypt, Canada, Ireland, Vatican City among many others.

The other advantage of tv pc is that most of the 3000 TV channels are some of the ones that you would never get to watch due to either lack of interest from local media houses or controversial content. Either way you are definitely better off with watching live TV on your computer.

Please visit my website for more information satellite TV for PC

Robert has worked for a satellite TV Company for many years. He writes reviews on satellite and cable TV that helps to make easy the choice in purchasing, installation, use and upgrade of Digital TV softwares.

Please visit his website (copy and paste this address to your browser) at: http://www.satellitepctv.wordpress.com

Tags: Minutes, Reviews, Satellite, Software, Watch

Meeting Minutes Format

The corporate and business world can never be complete without internal company and board meetings and meetings between the representatives of companies. When meetings are concerned, companies cannot afford to just have meetings and remember what important things were discussed in each and every one of them. Taking minutes or notes of what all that passed in a meeting, consequently becomes very important. In case you have recently ventured in the corporate world, perhaps you would want to get some dope on meeting minutes format.

Format of Meeting Minutes

This might come as a bit of surprise, but it is a fact that there is no hard core and standard format for a minutes meeting. It depends on the particular organization. However, having mentioned that, there is a basic structure to the meeting which is almost standard. The imperative constituents of a meeting minutes format are –

Name of the organization/business
Name of the meeting
Objective of the meeting
Designations and names of the participants, presenters and speakers and the attendees.
In case of big meetings with a number of speakers, it is impossible to take down the minutes manually. At that time, minute formats prescribed by specific meeting software can be used. That makes the work easier and faster. Subsequently, meeting minutes examples can vary from one company to the other, as they are as per the company’s requirements. Read more on meeting minutes template.

Now after this rambling about the meeting minutes format, lets take a look at a meeting minutes sample.

Sample Meeting Minutes Format

Name of Organization

Minutes of the meeting of the (Name and Designations of Officers)

Name and address of Venue of the meeting

On (Day and date of meeting, at (Time Meeting Commenced)

Present

(Name of officers in attendance at the meeting)

In Attendance

(Insert name(s) of guests at the meeting if any)

Mention agenda Item(s) attended for

Action
(Mention the Initials or Name(s) of people who are to act or initiate any decisions agreed by the date of the next meeting, or other date shown in the Minutes)
Minutes of the last Meetings
The minutes of the last meeting held on the (mention Date), were taken as read and agreed, or unanimously agreed or carried out
Name of Project Report
Name of any other matter for discussion and its report
Company or Honorable Secretary’s report
Hon. Treasurer’s report
Any Other Business
Draft date circulated for future meeting on the agenda. They were agreed upon. The venue for the next two meetings would be ( name of Venue).
The dates for future meetings are (give the day(s) and date(s) of future meetings).
NB
If anything comes up worth immediate attention of the full Committee, a special meeting can be called in the interregnum. Read more on effective skills of facilitating meeting.

Meeting closed at (Give the time when the meeting ended)

Chairperson

Dated

Eventually, this is a very generic meeting minutes format and as said earlier, it can change as per the specifications and requirements of a company. We however, are still not done. Check out a few tips for writing minutes of meeting, be it any format.Cross check the essential details of the meeting – venue, date, time, organization, person in charge and main agenda of the meeting.
Being sure about who said what is extremely important.
Focus on getting the gist of the meeting, not on each and every sentence. The minutes are to keep a record of what happened and not what was said.
Being well prepared and doing an overview of issues to be discussed can further help you in getting a grip on the meeting minutes format.
Finally, be relaxed and do not forget to ask for introductions.
So, all in all meeting minutes is not a tough job to do, is it? You just need a bit of presence of mind and your small grey cells.

Read more on:
Effective Meetings Tips
Business Writing
This is where I take a break from the meeting minutes format and wish you luck for a meeting! Adios!

Tags: Format, Meeting, Minutes

8 Tips On How To Write An Article In 20 Minutes

It takes me only 20 minutes to write a 400-500 word article. This article (that I wrote in 20 minutes) explains some of the tricks I use to accomplish this. I started thinking seriously about this when I started blogging. Blogging gave me a deadline (almost every day) and I did not want to spend more than 20 minutes each day on blogging. Many of my blog entries are actually less than 500 words so take me less time.

1 – I start with a list of ideas and concepts I want to cover. Usually I write this list in point form. For me, I do this the old fashioned way, with a pen and paper.

2 – I often “incubate” an article for a few days (that does not count in the 20 minutes). What I do is start roughing out some topic ideas then leave it. Because I have thought about it, ideas tend to come to me that I frequently add to my points. Of course I always carry a notebook for ideas.

3 – I often need to reduce the number of ideas that I cover. Sometimes they do not fit with the angle of the article or do not flow with the other ideas. Sometimes I have to give up a point to write a good article.

4 – Never save a good idea. When I know I have many article deadlines to meet(EG blogging), it is tempting to “save” a few good ideas for later. New ideas will always come so always give your best ideas.

5 – Develop tricks to get past writers block. One way I do this is ”warm up” writing. I just sit down and write for 5 minutes. This tends to help subsequent writing to flow. Another way I do this is to go for a walk, cycle or a run (although sometimes I think I might use this to procrastinate a bit too). Another trick I use is to make a game out of the deadline – say I will do it by X. Perhaps I am simple but this motivates me.

6 – Come back to it later. My best articles are written partly, revisited a few times, then finished. I spend the same 20 minutes, though only 5-7 minutes per session. Of course if the ideas are flowing well, I do keep writing.

7 – I often write 3-4 articles at the same time. Spending 5 minutes on one, 7 on another etc. When I am really in writing flow, this works well.

8 – One trick is using bullet points or numbered points as in this article. People seem to like this technique and it helps articles flow for me.

So if I can write so quickly, why don’t I write a few articles each day? Apart from the fact that I have a very full time job, writing is the easy part; coming up with the ideas is the tough part.

Ideas anyone?

Tags: Article, Minutes, Tips, Write