Drafting Minutes of a Meeting and ATR

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Meetings are an integral part of any company or organization. Several important topics are discussed in a meeting, and important decisions are taken. Apart from these essential constituents of any meeting, there are two more important aspects.  One of them is the minute of the meeting draft, while the other one is the action taken report. Let us learn the details of Drafting Minutes of a Meeting and ATR.

Minutes of Meeting (MoM)

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It is important to record every point that is discussed in the meeting. It contains a vivid description of the meeting. It has information about the list of attendees, the topics discussed in the meeting, the responses of the receivers, and the final decisions made. Drafting of agenda and minutes of the meeting is important for the following reasons.

  • Different attendees of the meetings have different degrees of recollection of the meetings when the points are not written down. 

  • Different participants can differ in their interpretation of the ideas and action plans discussed in the meeting. It is important to focus on the common conclusion from the meeting discussions.

  • Some participants might tend to forget important aspects of the meeting if they are not written down.

  • The written document can be used as a reference for task completion or subsequent meetings.

  • The minutes of meeting draft can also be used for legal procedures as well.

Format for Drafting Minutes of Meeting

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To ensure that the MoM in meeting is effective, it is important to know how to draft minutes of meeting. The steps of the same are given below.

  • Make a copy of the plans to be discussed in the meeting. Take it to the meeting and use it as a guideline for noting down the drafts.

  • Ensure that the number and order of the topics in the MoM minute of meeting are the same as those listed on the agenda.

  • Write down the details of all the participants who are attending the meeting.

  • Put all the handouts and documents provided during the meeting in a single file.

  • Make sure that you note down clear details in the minutes of meeting draft.

It is essential to understand the details expected from the minutes. The general points covered in the minutes are given below.

  • The meeting date and time.

  • Name, affiliation, and contact details of all the participants who are attending the meeting.

  • The discussions and decisions on each topic as denoted on the agenda.

  • Any corrections or amendments made in the minutes of the previous meetings.

  • Plan of action as decided in the meeting.

  • The next meeting date and time.

Important Points to Consider while Taking Notes

To ensure that the notes prepared during the meeting are effective, the following suggestions can be taken into account.

  • Prepare a structure or format before the meeting.

  • Write down all the important topics that will be discussed in the meeting. 

  • List down the name of the attendees and the absentees from the meeting.

  • If you are confused about any aspect, clarify it with the respective personnel.

  • Learn to fish out important points since you cannot write down every word uttered during the meeting.

  • You can make recordings of the meeting if you have permission from all the attendees.

Process of the Drafting of Agenda and Minutes

The following tips will help you to write down the minutes.

  • Write down the minutes immediately after the meeting. Go through the points thoroughly after writing. You can recheck all the details with the respective participants.

  • If the meetings are long-drawn, note down the essential points.

  • Make sure that your grammar and sentence sequences are correct.

  • Have an objective approach in the minutes. Do not include any personal comments or conflicts.

  • Also, add any reference materials as applicable.

Sharing the MoM

After preparing the MoM, the organizations share it with the employees. Before sharing, ensure that the MoM is reviewed by the relevant authorities and have received the approval. It is important to prepare the MoM mail draft or it can be prepared as handouts.

Filing the MoM

After the MoM is shared with the relevant employees, it is important to file them in hard drives or files for future references.

Action Taken Report (ATR)

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The action taken report is generally prepared a few days after the meeting. A gap of 5-7 days is considered between the meeting and action taken report. The general action taken report format considers the various actions that are called for in the meeting. Any action taken report example will depict the actions completed as per the points discussed in the meeting. The gap ensures that there is adequate time for the actions to be completed and filed in the action taken report format.

FAQ (Frequently Asked Questions)

Q1. What are MoM and ATR?

Answer: MoM’s full form in meeting is Minutes of Meeting. It is the point-by-point depiction of the topics discussed in any meeting. It is supported by a schedule that is prepared before the meeting. The MoM starts with a list of attendees. The salient points of each topic are jotted down in the MoM. Drafting of the agenda and minutes is necessary so that they can be referred to in later incidents.

ATR stands for an action taken report. It is the depiction of the actions that are undertaken as per the points discussed in the meeting. The action taken report format can be followed from any action taken report example.

Q2. What are the differences between the ‘Minutes of Meeting’ and the ‘Action Taken Report’?

Answer: Both ‘minutes of meeting’ and ‘action taken report’ are integral parts of any meeting. However, there are subtle differences between the two. A ‘minute of meeting’ is the vivid description of all the important topics being discussed in the meeting. Each point discussed calls for action. The actions completed following the points constitute the action taken report. A ‘minute of meeting’ report is generally prepared soon after the meeting is over. However, an action taken report is prepared around 5-7 days after the meeting, thus providing adequate time for the actions to be accomplished. The minutes for the meeting report include all the essential details. An action taken report example depicts only the actions being conducted.

Q3. What is the Need for an MoM?

Answer: An MoM is needed because every point discussed cannot be stored in our brain. Different attendees might recollect differently. They may interpret their recollections differently. Writing down the salient points will help them to recollect all the important aspects of the meeting. Every meeting completes with a conclusion prepared in unison amongst the attendees. Therefore, there is no scope of differential interpretation amongst the attendees. It can be used as a reference to complete the tasks assigned, thus helping in preparing the ATRs. The ‘minutes of meeting’ can also be used in legal cases.