Minutes of meeting (MoM) is the written documentation maintained by the organization to have a written record every single happening during a meeting process. MoM helps the organization to make the concerned employees aware of the happenings and keep up a track record of the vital decisions under the meeting. 

The concerned employees who did not attend the meeting due to some unavoidable reasons can also go through the same and understand the meeting outputs in a moment. Point by point listings of every single minute process proves extremely beneficial for entire organization’s team (either management or the employees). Technology equipped minutes writing process should even be given preference and accordingly the skilled individual should be given the opportunity.

Minutes are the most valuable and tangible record of the meeting process for its participants and an organized source of information for all others who failed to attend the same. It is extremely important to understand the strategy to write a well structured minute of meeting.

The following set of points must be kept in mind by the concerned employee during writing an effective MoM:-

• Starting writing with goal of meeting: It is extremely essential to put up the meeting’s goal to start the MoM writing process. Merely including the meeting person’s name and entering the date cannot be considered enough. It is really easier to write effective meeting minutes when the purpose of the meeting is already clear to the minutes writing individual. However, if you are confident and sure about the meeting’s goal, you must go through and ask about the subject to your seniors. 

Moreover, such an act even creates a feel of optimism towards you in the eyes of the seniors. Last but not the least, the matured and creative employees are chosen by the organization for such an act and hence you must be aware enough not to create any kind of mistakes while writing. 

• Listing up the person’s present in the meeting: Must be attentive enough to mention the names of all the persons who are present in the meeting. In case, you don’t know the names, be sure to ask for the same and maintain a proper presence record. In addition, if anyone is attending the meeting remotely, do mention their names as well with dedicated awareness. It is also essential to mention the names of all those persons who remain absent in the meeting. Reviewing up the e-mail’s invitation is even essential to check the accuracy level at your end so that no further issues can be raised by the absent employees in the meeting. 

• Recording up the meeting’s start and end time: It is feasible to write the meeting’s start time as well as the time when it ends. It would be essential for the late comers in the meeting to make the managerial body aware of such noticeable negligence. Time factor always matters in the meeting like processes and employees must be sincere enough to attend the same in the defined timeline. 

• Capturing the noticeable and key items in the meeting: The following set of most valuable key items must be noted down with complete accuracy:

• Essential issues upon whom the discussion is held.
• Finally taken decisions based upon the meeting’s discussions.
• Listed accomplishments.
• Future steps or actions to be taken.

Using the anchor charts or some other shorthand techniques is feasible to be implemented for providing all the listed perspectives. If a decision has been taken, it is needed to get the same stated before describing how it came to pass. Points must be focused first and then the entire story needs to be told. Top level management personnel and officers generally look out the bullet points due to shortage of time. 

• Describing next actions to be taken in detail: Concerning the point, the following list of noticeable steps are needed to be followed:-

• What specific measures are required to be taken? 
• Who is responsible for each and every individual action?
• When the action got finished and by putting what suitable approaches and by whom?
• What resources are required for providing approval to the put up requests? 
• What will the timing for action commencement and ending?
• When will be the concerned DRI report back?
• What list of step is needed to get back the DRI report?

All the above listed set of points are required to kept in mind while writing the concerned point mentioning the next actions to be taken in detail.

• Never try to embarrass anyone and never belittle: The MoM writing individual must be attentive enough not to proceed with any sort of sarcasm like activity against anyone. Such an act presented against any of the individual can easily get misinterpreted by the readers. It is essential to keep the minute’s interface highly professional, clean and perfect in all aspects.  

• Editing and proof reading the minutes of meeting: It is required to go through the finally written draft once or even twice and do the essential editing maintaining the professional ethics. More better and professional the minutes of meeting, more clear will be the explanation helping the concerned officials to go through the contents within shortest time span. Moreover, your positive reputation will get created in the eyes of the senior authorities. 
• Attaching entire relevant documents: It is feasible to attach entire set of relevant documents as a proof to the points mentioned in the minutes of meeting.

• Sending and distributing the minutes of meeting as soon as possible: Soon after the meeting completion and minutes preparation, it is essential to send and distribute the minutes of meeting using suitable mediums including hand to hand distribution techniques, e-mails etc to name a few.

To cap it all, minutes of meeting (MoM) is one of the most vital documents reflecting the meeting’s inference in documented format. It contains several noticeable steps as mentioned above which must be followed accordingly by the MoM writing individual for making the points simpler and user friendly.