Each element should be followed by the punctuation mark shown here. Earlier editions of the handbook included the place of publication and required different punctuation such as journal editions in parentheses and colons after issue numbers.
Meeting minutes reflect the actions taken during a business or organizational meeting. Minutes are typically recorded by an organization's secretary and become an essential part of the organization's records. In fact, meeting minutes can be considered a legal document by courts and government agencies.
The Purpose of Meeting Minutes The purpose of meeting minutes is to describe the actions taken by meeting attendees. Contrary to what some people think, recording meeting minutes is not a matter of "taking notes" or transcribing what people say during the meeting.
As Bethany Prykucki, an instructor at Michigan State University extension school notes, meeting minutes should describe what was done at the meeting, not the words spoken by individual members. While meeting notes can be very useful for internal use, it's also important to recognize that some meeting minutes, such as those from a board of directors meeting or a meeting of a publicly traded company's executives, are legal documents.
This means that they can be used by lawyers, judges and government agencies in court cases, disputes about your organization's tax status and in various business and legal processes. When you compose meeting minutes, consider that somebody outside your organization may one day read them.
That individual's understanding of what you've written could have a profound effect on your organization. Preparing for a Meeting If an upcoming meeting is your first time taking minutes, talk to your supervisor about her expectations.
It may be that your organization has a standard meeting minute format, such as Robert's Rules of Order, that it wants you to use. If it doesn't, check out some of the meeting minute templates that are available in some office management apps and software packages.
Working with a template may make minute taking easier for you, as well as providing a professional layout. When you arrive at the meeting space, make sure that you are seated in a place where you can easily see and hear meeting participants.
Remember, it's up to you to record what happens during the meeting: You'll need to be able to recognize individuals present so that you can describe their actions in your minutes. Essential Components of Meeting Minutes Depending on your organization's policies, you may have some flexibility when choosing a format for your meeting minutes.
Still, minutes can serve as legal documents, so they should include information that can help the reader identify when and where a meeting took place, who was in attendance, the purpose of the meeting and what was accomplished there.
A meeting minutes draft should include the name of your organization, the type of meeting that took place, the date of the meeting, the place of the meeting and the time it began.
Meeting minutes should also include the names of board members, executives or meeting participants.
This list will depend on the type of meeting that you are recording. At the beginning of the minutes, note when the minutes from the previous meeting were presented and ratified by the board or other people with authority in the organization.
If a meeting is well-organized, it will usually follow an agenda during which various board members, executives and other parties will present information or take specific actions. Your minutes should reflect and document these activities.
When describing an action, also describe its resolution, if there is one. If a board member moves to take a vote, note whether it was seconded and if the motion eventually passes or does not pass. April 1, 9 a. Bob Luce, David Cane Quorum present?Show a variety of pieces (i.e.
instead of 15 news releases, include five and samples of other formats such as features or photos). Layouts, ads, tapes, reports, editorials, brochures, letters, and scripts are also appropriate for this section. Looking for a sample format of letter to write a report?
Head to this article to get an idea on how to start with. Given here is a report written for a situation of fire accident in a ladies hostel, and submitted to the Principal of the college. Writing Informal Reports Format Memo header To: (name and title of target audience) Another aspect of report writing that is somewhat different from other business communications is the reading patterns of various audiences.
Remember that most memos and reports have a target. Another aspect of report writing that is somewhat different from other busine ss communication s is the reading patterns of var ious audiences.
R emember that most me mos and reports have a targe t. Broadcast writing examples Below are four examples of the kind of writing we will be doing in this section of the initiativeblog.com four examples are broadcast news stories from National Public Radio.
Read these examples carefully and note particularly the short . Writing a News Report - PLAN Remember: News Reports - Are written in columns Have a headline Include what someone said Have a picture. Headline: Who?
Word Bank When? Where?
What? Include what someone said/5(6).