{"id":6778,"date":"2020-04-15T13:45:57","date_gmt":"2020-04-15T08:15:57","guid":{"rendered":"https:\/\/corpbiz.io\/learning\/?p=6778"},"modified":"2020-11-18T17:54:11","modified_gmt":"2020-11-18T12:24:11","slug":"minutes-of-meeting-crucial-for-the-organisations-success","status":"publish","type":"post","link":"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/","title":{"rendered":"Why Minutes Of Meeting Crucial For The Organisation\u2019s Success?"},"content":{"rendered":"\n<p class=\"has-drop-cap\">Every day, essential\nmeetings take place in your workplace. These meetings, at times, results in the\ngroundbreaking decisions for the organization. But reaching a decision in a\nmeeting is a time-consuming task. And that where we need a medium which can\nease out this painstaking errand. Meeting of minutes is a technique of\ncollecting the facts takes place in a meeting. Minutes usually recorded in the\nwritten format so that it can further use for making an imperative decision. <\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Page Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#What_is_the_primary_objective_of_minutes\" >What is the primary objective of minutes?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#What_requires_being_included_in_minutes_of_Meeting\" >What requires being included in minutes of Meeting?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#Minutes_of_meeting_in_the_context_of_Companies_Act_2013\" >Minutes of meeting in the context of\nCompanies Act, 2013<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#Why_are_minutes_of_meeting_so_valuable\" >Why are minutes of meeting so valuable?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#Minutes_of_Meeting_give_legal_security\" >Minutes of Meeting give legal security.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#Minutes_of_Meeting_encourage_progress\" >Minutes of Meeting encourage progress.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#Minutes_of_meeting_act_as_a_probe\" >Minutes of meeting act as a probe<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#What_is_the_best_format_for_a_minute_of_a_meeting\" >What is the best format for a minute of a meeting?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/corpbiz.io\/learning\/minutes-of-meeting-crucial-for-the-organisations-success\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_is_the_primary_objective_of_minutes\"><\/span><strong>What is the primary objective of minutes? <\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>The primary purpose of\nminutes is to generate an authentic record of the steps taken at a meeting.\nMinutes are considered as the extended version of formal communication between\nthe organization&#8217;s members. The minutes are not intended to serve as an\naccurate account of who said what and when. Minutes doesn&#8217;t entirely focus on\nrecording surrounding discussion; instead, its emphasis on crucial points taken\nin the Meeting. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_requires_being_included_in_minutes_of_Meeting\"><\/span><strong>What requires being included in minutes of Meeting?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>When you are drafting\nminutes of meetings, you need to incorporate several kinds of information.\nBelow we have mentioned some entries that one has to include prior to the\ncommencement of the Meeting.<\/p>\n\n\n\n<ul><li>Time, Date and\nlocation. <\/li><li>Metting&#8217;s objective. <\/li><li>Attendees name.<\/li><li>Agenda items.<\/li><li>Decisions that were\ntaken in the Meeting.<\/li><li>Actions, Deadline, and\ninfo regarding follow-up meeting. <\/li><\/ul>\n\n\n\n<p>The minutes also should\nreflect presentations, reports, facts and the name of the party delivering the\npresentation. Prepare your Minutes of Meeting by writing down the things you\nknow beforehand, like Date, time, location, purpose and agenda items. This way,\nyou will only have to add the things that you discussed, like the outcome of\nthe Meeting.<\/p>\n\n\n\n<p>Many courts and\ngovernment agencies have accorded Minutes of Meeting of significant evidentiary\nweight. Consequently, those who outline Minutes of Meeting should do so with\nthe cognizance that they eventually may be tested in litigation involving an\nassociation. <\/p>\n\n\n\n<p>From the legal\nviewpoint, Minutes of Meeting also let the company create a record of its\nstrict compliance with its statutory responsibilities. For example, if the\norganization is considering a significant transaction, the minutes ought to\nshow that the board was adequately notified, and engaged on the matter. The\nreports prepared by the company&#8217;s attorneys, or other advisors should be noted\nin the minutes.<\/p>\n\n\n\n<p>Accordingly, it is not\nessential to incorporate remarks about who said what on a particular interest\nas for the idea that such statements will be informative later that simply is\nnot true. Comments made during the Meeting do not significantly reflect the\nconsensus view.<\/p>\n\n\n\n<p>In fact, it usually is\nthe minority opinion that is showed at meetings, with the majority voting in\nfavour or against the suggested steps. As a historical record, Minutes of\nMeeting even a word-for-word recording can be very skewed. <\/p>\n\n\n\n<p>Moreover, if attendees\nthink that a record must be made of their situations, as argued to actions\ntaken, they may feel constrained to make conversations for the record.<\/p>\n\n\n\n<p>It is not crucial to\nrecord the mover of a motion, or who voted against a motion. However, each\nmember does have every right in the world to have their vote recorded. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Minutes_of_meeting_in_the_context_of_Companies_Act_2013\"><\/span><strong>Minutes of meeting in the context of\nCompanies Act, 2013<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>After getting registered under the process of <a href=\"https:\/\/corpbiz.io\/company-registration\"><strong>Company Registration<\/strong><\/a>, every organization shall keep Minutes of Meetings in a Minutes Book. Minutes kept following the provisions of the Act evidence the steps written therein. Minutes ease out the process of decision making through a systematic inclusion of meeting actions. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>The procedure of Maintenance of Minutes<\/strong><\/h3>\n\n\n\n<ul><li>Minutes ought to be\nrecorded in books.<\/li><li>A different Minutes\nBook shall be maintained for Board and Committees. <\/li><li>Minutes can also be\nmaintained in electronic form but only through Timestamp.<\/li><li>An organization can opt\nany form of a minute to record the Meeting i:e either electronic or physical. <\/li><li>Every company shall\nfollow the consistent form of maintaining the Minutes. Variations are\nacceptable in such a type of maintenance.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Content of the Minutes<\/strong><\/h3>\n\n\n\n<p><strong><em>Content of the Minutes segmented\ninto two parts:<\/em><\/strong><\/p>\n\n\n\n<p><strong>General Contents:<\/strong> General Contents compromise of the following\nelements:<\/p>\n\n\n\n<ul><li><strong>State at Beginning:<\/strong> At the beginning,\nminutes shall exhibit followings parameters:<\/li><\/ul>\n\n\n\n<ol><li>Serial number<\/li><li>Meeting description<\/li><li>Organization name<\/li><li>Day, Date, time, and\nvenue.<\/li><li>Conclusion of the\nMeeting<\/li><\/ol>\n\n\n\n<ul><li><strong>Person Presents:<\/strong><\/li><\/ul>\n\n\n\n<ol><li>Names of the officials\npresent in the Meeting.<\/li><li>Names of the Directors\nconnect via Electronic Mode. <\/li><li>The Company Secretary <\/li><li>Invitees, if any<\/li><\/ol>\n\n\n\n<p><strong>Specific Contents:<\/strong>&nbsp; The\nfollowing elements should be part of the specific contents:<\/p>\n\n\n\n<ul><li><strong>Record of Election of\nChairman of Meeting:<\/strong><\/li><\/ul>\n\n\n\n<p>The Chairman of the\nBoard, if available, will be responsible for handling the proceeding of the\nmeetings. <\/p>\n\n\n\n<p>If Chairman of the\nBoard fails to register their presence, then directors are entitled to appoint\nany person as Chairman of the Meeting.<\/p>\n\n\n\n<ul><li><strong>Granting of Leave of\nAbsence:<\/strong><\/li><\/ul>\n\n\n\n<p>If any director is\nabsent and submits a leave to the concerned official, the Chairman is entitled\nto record the Leave of Absence.<\/p>\n\n\n\n<p>The company should\nreceive \u201cLeave of Absence \u201cfrom the absent director.<\/p>\n\n\n\n<ul><li><strong>Record Mode of\nAttendance of Director:<\/strong><\/li><\/ul>\n\n\n\n<p>Chairman will record\nthe mode of attendance of the director, i.e., Physical or through electronic\nmode.<\/p>\n\n\n\n<ul><li><strong>Record presence of\nattendance:<\/strong><\/li><\/ul>\n\n\n\n<p>The Chairman will go\nthrough the list of attendees in the attendance register. <\/p>\n\n\n\n<ul><li><strong>Record Detail of\nDirector attending the Meeting via video conferencing:<\/strong><\/li><\/ul>\n\n\n\n<p>If any director\nparticipates via video conferencing, then Chairman will record the following:\nHis location, Agenda items, and other crucial details. This will be achieved\nvia roll call. <\/p>\n\n\n\n<ul><li><strong>Recording of the\nMinutes of the past Meeting<\/strong>:<\/li><\/ul>\n\n\n\n<p>The Board Meeting of the\ncompany is entitled to take note of the Minutes of the last board meeting. This\ncan be done by circulating a signed copy of minutes to the directors.<\/p>\n\n\n\n<ul><li><strong>Noting the Minutes of\nthe Committees:<\/strong><\/li><\/ul>\n\n\n\n<p>If the company\nincorporates any committee, then the director of the company will record the\nminutes.<\/p>\n\n\n\n<ul><li><strong>Recording of solution\npassed by circulation:<\/strong><\/li><\/ul>\n\n\n\n<p>If an organization passes any resolution via circulation resolution, then the company will take noting of such a decision in the forthcoming minutes.<\/p>\n\n\n\n<p class=\"text-left\"><b>Read our article<\/b>:<mark style=\"background: #fffd03 !important;\"><a href=\"https:\/\/corpbiz.io\/learning\/inspection-of-minutes-book-of-general-meeting\/\">Inspection of Minutes Book of General Meeting\n<\/a><\/mark><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_are_minutes_of_meeting_so_valuable\"><\/span>Why are minutes of meeting so valuable?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Although on the\nsurface, it seems that Minutes of Meeting can consume a lot of time, they can\nhelp you save energy, money, and time. Meeting minute is an evidentiary\nrepresentation of what was discussed at a meeting. It will help those members\nof the organization that more likely to depend on their recollection to take an\nimportant decision.&nbsp; <\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Minutes_of_Meeting_give_legal_security\"><\/span>Minutes of Meeting give legal security.<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Minutes are essential\ndetails that one can&#8217;t overlook as far as the synchronization of the business\nwith laws is concerned. Minutes depict the functioning of the board and are\nrecognized as a legal document by auditors, and courts. Legal experts will\nmaintain that if an action isn&#8217;t in the minutes, it didn&#8217;t happen.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Minutes_of_Meeting_encourage_progress\"><\/span>Minutes of Meeting encourage progress.<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Good <strong><em>Minutes of Meeting<\/em><\/strong><sup><a href=\"https:\/\/en.wikipedia.org\/wiki\/Minutes\"><strong>[1]<\/strong><\/a><\/sup> help to transform the plan into the action. They clarify everything about decision attributes and map out a plan for the action items. This further creates a working footprint for those who failed to attend the Meeting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Minutes_of_meeting_act_as_a_probe\"><\/span>Minutes of meeting act as a probe<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Minutes record meeting\ndecisions and act a useful review document for the company member. They provide\na briefing of what exactly went in the Meeting and what choices will convert\ninto action in the future.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_is_the_best_format_for_a_minute_of_a_meeting\"><\/span>What is the best format for a minute of a meeting?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Lastly, for a bit of\nuseful guidance to make the minutes as simple as possible to compose and to\nuse, it is an excellent idea for them to follow the schedule. Each item in the\nlist should have a similar action item in the minutes. If attendees seek more\ninfo in the background for a specific item in the minutes, they can take\nadvantage of the supporting material that supplemented the agenda.<\/p>\n\n\n\n<p>In sum, minutes should\ninclude accurate and necessary information as to the Meeting\u2013e.g., who\nattended, etc. Also, a minute should be designed with an end goal to report the\nsteps taken at the Meeting. While conducting this action, users to adopt a\nclear approach as far as the format and overall structure of the report is a\nconcern.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p> Not taking Minutes of Meeting can harm the decision-making ability of the corporate&#8217;s professional. In the worst-case scenario, overlooking of minute can cost you in terms of both money and time. Henceforth, taking minutes is a good practice, and it should be done on a standard premise whenever the necessity arises. <\/p>\n\n\n\n<p class=\"text-left\"><b>Read our article<\/b>:<mark style=\"background: #fffd03 !important;\"><a href=\"https:\/\/corpbiz.io\/learning\/quorum-for-board-meeting-in-regards-to-companies-act-2013\/\">\nWhat is Quorum For Board Meeting in Regards to Companies Act, 2013?\n<\/a><\/mark><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Every day, essential meetings take place in your workplace. These meetings, at times, results in the groundbreaking decisions for the organization. But reaching a decision in a meeting is a time-consuming task. And that where we need a medium which can ease out this painstaking errand. Meeting of minutes is a technique of collecting the [&hellip;]<\/p>\n","protected":false},"author":22,"featured_media":6780,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[120,340],"tags":[489],"acf":{"service_id":"321"},"authorName":"Pankaj Tyagi","authorImageUrl":"https:\/\/corpbiz.io\/learning\/wp-content\/uploads\/2022\/01\/MicrosoftTeams-image-42.jpg","authorDescription":"Pankaj has a diverse experience of writing research papers, blog, and articles during his college time. Earlier, he was working as a tax consultant in a financial firm, but his interest in writing drives him to pursue a career in the writing field.","postViews":8652,"readingTime":5,"_links":{"self":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts\/6778"}],"collection":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/users\/22"}],"replies":[{"embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/comments?post=6778"}],"version-history":[{"count":11,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts\/6778\/revisions"}],"predecessor-version":[{"id":19756,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts\/6778\/revisions\/19756"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/media\/6780"}],"wp:attachment":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/media?parent=6778"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/categories?post=6778"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/tags?post=6778"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}