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What’s the point of holding a meeting if there won’t be someone to write down the meeting minutes? For some people, the idea of recording the proceedings as they happen is often overwhelming. Some secretaries choose to write down the details after the event while others don’t even bother at all. In considering the possibility of explaining how a meeting went down without there being the meeting minutes, you end up realizing that it is not possible to remember everything off the top of your head. As such, you cannot overlook the value of writing down minutes during the meeting, not after the session.
The most important thing to consider, though, is why you should be recording meeting minutes during the event, in the first place. You need to understand that there are so many benefits of taking minutes, but the management in charge of meeting often overlooks the significances. The fact that it is impossible to trust your brain to remember everything that people discussed in the meeting necessitates the need to have a clear, comprehensive written record of matters discussed exactly as stated. At the end of the day, the management should not be having a difficult time trying to remember the issues discussed in the meeting. Following are additional reasons why meeting minutes are necessary.
The tendency for failure to take actions on the events discussed in the previous meetings is highly likely common. Of course, the failure could be for many reasons, with the worst one being ignorant to details. In any case, if employees failed to take actions as requested in the previous meeting, unless with good faith and professional reasons, would that be considered as ignorance?
Overall, without meeting minutes, it wouldn’t be possible to determine whether an employee took a particular action as directed, and, as such, a meeting would be everything else but successful. Meeting minutes help to prevent the occurrence of unnecessary circumstances. The document acts as a tool of assignment and reference. Concerning the assignment section, the managers can assign tasks to members of staff and request them to complete the task within a set period, usually before the next meeting, or earlier.
Concerning the document being a reference material, the management can use the meeting minutes to determine whether the assignments given to an employee or a group thereof was complete within the given deadline. Some people like to say that meeting minutes help to guarantee accountability. Some people see the document as a testing tool, a tool they can use to assess whether an employee is responsible and attentive to details.
Overall, it wouldn’t be possible to facilitate actionable response if there were no meeting minutes. Because well-written meeting minutes always produce the best results, they will help every employee at the company to become accountable (responsible).
Many people don’t even know that meeting minutes can provide claims and legal support, much less think about it a legal document, in the first place. It’s important not forget that members in a meeting often discuss an abundant of things, which often end up changing the entire course of a project. For example, a direction given by a client to change a part of a project can and will change the whole structure of a project. The instructions provided must go into minutes, for they will help act as legal proof in the future in the case of a disagreement.
The only best way to account for the attendance of a previous meeting is to use minutes. Minutes help you to understand who attended, who was absent with an apology, and who was absent without an apology. The organization can use the data for informed decision-making.
