Drafting Minutes of a Meeting and ATR - Important Points, Action Taken Report
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.
Meeting minutes are the types of notes which are recorded during a meeting. They generally highlight the issues that are discussed, motions that are proposed, and the activities which are to be done. The minutes are generally taken by a notable person present in the meeting. The main objective of the minutes of the meeting is to keep a record of the main highlights of the meeting.
There are five main steps involved in the recording of the minutes of the meeting. These five involved steps are:
Pre- Planning
Record taking
Writing the minutes of the meeting
Sharing the minutes of the meeting
Store it for use in future
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 the 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 meetings is effective, it is important to know how to draft minutes of meetings. 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 the 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 the 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 has received 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 the 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.
Significance of Minutes of Meeting
Meeting minutes are very important because they are generally used to compile the key points which were raised during the meeting. Minutes of the meeting also state the approaches that were passed in the meeting to tackle any particular problem during the meeting and the main reason why members choose one method over the other to overcome the problem.
The minutes of the meeting are generally recorded manually with the help of pen and paper or with the help of any electronic device such as a laptop and I- pad. After the meeting, the recorder reviews the meeting minutes he finds necessary. The meeting minutes are then shared with all of us to keep the data and record safe.
FAQs on Drafting Meeting Minutes and ATR
1. What are 'Minutes of Meeting' in a business context?
Minutes of Meeting (MoM) are the official, written record of all proceedings, discussions, decisions, and action items that occur during a formal meeting. They serve as a permanent document that provides an accurate account of the meeting for attendees and those who were absent, ensuring clarity and providing a basis for future actions.
2. What is an Action Taken Report (ATR) and what is its main purpose?
An Action Taken Report (ATR) is a follow-up document that outlines the status of the action items and decisions recorded in the minutes of a previous meeting. Its primary purpose is to serve as an accountability tool, tracking the progress of assigned tasks and ensuring that resolutions are implemented effectively and on time.
3. What is the importance of drafting accurate meeting minutes?
Drafting accurate meeting minutes is crucial as they serve multiple important functions. They provide legal evidence of the proceedings, act as a reference point to avoid misunderstandings, inform members who were unable to attend, and form the basis for creating the Action Taken Report (ATR), thus ensuring continuity and follow-through.
4. What are the essential components that must be included when drafting minutes of a meeting?
Effective meeting minutes must contain several key components to be considered complete. These typically include:
- The name of the organisation and committee.
- The date, time, and venue of the meeting.
- A list of attendees and those absent (with apologies).
- Confirmation and approval of the previous meeting's minutes.
- A summary of discussions for each agenda point.
- Clear documentation of all decisions and votes taken.
- A list of action items, specifying who is responsible and the deadline.
- The time the meeting was adjourned and the date of the next meeting.
5. What is the key difference between meeting minutes and a meeting agenda?
The key difference lies in their timing and purpose. An agenda is a forward-looking document, created before the meeting to outline the topics to be discussed. In contrast, minutes are a backward-looking document, created after the meeting to record what was actually discussed, decided, and assigned.
6. How does an Action Taken Report (ATR) directly link to the Minutes of a Meeting?
The ATR is a direct consequence of the minutes. The minutes record the 'what'—the decisions made and tasks assigned. The ATR follows up by detailing the 'how' and 'when'—it reports on the progress and completion status of those specific tasks. The ATR is often the first item discussed in a subsequent meeting to ensure accountability from the previous one.
7. Who is responsible for drafting, approving, and signing the minutes?
Typically, the Company Secretary or a designated person (sometimes called a rapporteur or recorder) is responsible for taking notes and drafting the minutes. The draft is then circulated to all attendees for review and correction. Once approved, the minutes are formally signed by the Chairperson of the meeting, which certifies them as an accurate record.
8. Why is it a poor practice to record meeting discussions verbatim in the minutes?
Recording conversations verbatim is inefficient and counterproductive. The purpose of minutes is to document outcomes, not the entire conversation. Well-drafted minutes are concise, focusing on summarising key discussion points, final decisions, and clear action items. A verbatim transcript would be lengthy, difficult to read, and could capture irrelevant or sensitive comments, obscuring the critical outcomes.
9. How can well-drafted minutes and ATRs improve an organisation's overall performance?
Well-drafted minutes and ATRs create a powerful cycle of clarity, accountability, and execution. They ensure that strategic decisions are not just made but are also implemented and tracked. This process prevents tasks from being forgotten, clarifies roles and deadlines, and builds a culture of responsibility, which directly contributes to improved project management and organisational efficiency.
