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How to Draft Minutes of Meeting – Best Services in UAE

How to draft minutes of meeting? Minutes are an official and reliable record of all discussions and decisions made during a particular meeting. They serve as an important reference for stakeholders and help ensure that decisions are followed up and performance is evaluated. So POA&More team will show us how to draft minutes of meeting in UAE.

 

What Are Meeting Minutes?

How to Draft Minutes of Meeting

Minutes are a formal document that records the details of a meeting, from the topics discussed to the decisions made. Minutes are similar to a detailed notebook, but they are intended to provide an accurate reference that can be referred to at any time. Why do we need minutes of meetings:

  • Attestation: Recording everything that was said and decided in the meeting.
  • Follow-up: Reminding participants of their tasks and responsibilities.
  • Communicating: Conveying important information to absent or new attendees.
  • Reference: Using it to understand the historical context of certain decisions.
  • Responsibility: Identifying who is responsible for each task and decision.

Read more: Legal Documents Drafting and Notarization in Dubai

What Should You Include When Writing Meeting Minutes?

How to draft minutes of meeting? Minutes are an important document that records all the details of a meeting, from the beginning of discussions to the final decisions made. They serve as a reference guide for members, ensuring that no important point is forgotten. Therefore, minutes of a meeting should usually include the following:

  • Title of the meeting: A brief and specific description of the objectives of the meeting.
  • Date, time and location of the meeting.
  • Name of the entity or department in which the meeting was held.
  • Names of those present and absent.
  • Name of the chairman of the meeting.
  • Name of the person who wrote the minutes.
  • List the agenda items in the order in which they were discussed.
  • A summary of the discussions that took place on each item.
  • Decisions made on each item.
  • Identify the responsibilities and tasks assigned to each person, with deadlines for completion.
  • Summarize the most important decisions reached.
  • Identify the next steps to be taken to implement these decisions.
  • Any important points that were not included in the previous items.
  • Any new suggestions or ideas raised during the meeting.
  • Identify the date of the next meeting (if any).

 

How to draft minutes of meeting: A Step-by-Step Guide?

Minutes of a meeting are the formal process of recording the discussions and decisions of meetings. In Dubai, as elsewhere, minutes are an important guide to the progress of work and decision-making, so they must be accurate and clear. Therefore, we will explain in the following lines how to draft minutes of meeting:

 

Marketing Team Meeting Minutes

  • Meeting Date: 10/1/2024
  • Meeting Time: 10:00 AM – 12:00 PM
  • Meeting Location: Main Meeting Hall
  • Attendees: [Names of attendees and their positions]
  • Absent: [Names of absentees]

 

Agenda:

  • Review the results of the last advertising campaign: [Summary of discussion and decisions]
  • Plan a new advertising campaign: [Summary of discussion and decisions]
  • Discuss the marketing budget: [Summary of discussion and decisions]

 

Meeting Resolutions:

  • Resolution 1: Increase the marketing budget by 10% starting next month.
  • Resolution 2: Assign [Employee Name] to prepare a detailed report on the performance of the current advertising campaign.

 

Assigned tasks:

  • [Employee Name]: Prepare an action plan for the new advertising campaign by the end of the week.
  • [Employee Name]: Give a presentation on the available options for social media marketing at the next meeting.

 

Date of preparation of minutes: 1/12/2024

Prepared by: [Preparer Name]

 

Meeting Minute Best Practices

How to draft minutes of meeting

Writing minutes accurately and clearly is essential to maintaining an accurate record of meeting discussions and decisions. So, in talking about how to draft minutes of meeting, here are some best practices to follow:

 

During the meeting:

  • Preparation in advance: Make sure that there is a clear agenda distributed to all attendees before the meeting begins.
  • Continuous note-taking: Write down the main points, decisions, and tasks assigned to each person as the meeting progresses.
  • Focus: Pay close attention to the discussion and make sure that you understand all the points raised.
  • Clarity: Use clear and direct language when taking notes.
  • Brevity: Focus on the main points and avoid unnecessary details that may confuse the meaning.

 

After the meeting:

Professional drafting: Draft the minutes in formal and professional language, while adhering to grammar and spelling rules. Then organize the minutes logically, so that they include:

  • The title, date, and location of the meeting.
  • A list of attendees and absentees.
  • The agenda and discussions related to each item.
  • Decisions made and tasks assigned to each person.
  • The date of the next meeting (if any).
  • Clarity and Accuracy: Ensure that the minutes accurately reflect what was discussed and the decisions made.
  • Review and Proofreading: Carefully review the minutes before sending them to ensure they are free of errors.
  • Distribution: Distribute the minutes to all attendees as soon as possible to ensure that decisions are followed up.

Read more: What Are the Steps to Notarize Documents in Dubai?

Do Meeting Minutes Have To Be Approved?

There is no absolute consensus on the need to obtain written approval from all attendees for the minutes of a meeting. However, there are several factors that influence this, including:

  • Importance of the decisions made: If the decisions made at the meeting are of significant importance, it may be preferable to obtain written approval for at least major decisions.
  • Institutional policies: The organization’s internal policies may include specific rules about approval of meeting minutes, especially for important meetings or those in which strategic decisions are made.
  • Nature of the meeting: Board meetings, for example, usually require approval of meeting minutes, while small group meetings may be less formal.
  • Sensitivity: If there are points of disagreement or sensitivities in the minutes of a meeting, it may be useful to obtain approval from those present to ensure the accuracy of the information and avoid any misunderstandings later.

 

Importance of approval of meeting minutes

  • Accurate attestation: Approving the minutes ensures that all attendees agree on their content and that the information contained therein is accurate and complete.
  • Accountability: Approval makes each individual accountable for the decisions made at the meeting.
  • Transparency: It promotes transparency and clarity in communication between team members.
  • Legal protection: In some cases, the minutes of a meeting may serve as legal evidence, so approving them increases their legal value.

 

How to Draft Minutes of Meeting for Formal and Informal Meetings?

How to Draft Minutes of Meeting

How to draft minutes of meeting? Minutes are an important document that records all the points discussed during the meeting, the decisions taken, and the actions to be taken. Whether the meeting is formal or informal, the minutes should be accurate, clear, and concise. Essential elements of the minutes:

 

Identification information:

  • The name of the entity or institution where the meeting was held.
  • The title of the meeting (for example: Marketing Committee Meeting Minutes).
  • The date and place of the meeting.
  • The name of the chairman of the meeting.
  • The names of those present and absent.
  • The name of the person who prepared the minutes.

 

Agenda:

  • A brief presentation of the points included in the meeting agenda.

 

Discussion of each item:

  • Summarize the main points discussed on each item on the agenda.
  • Record any important opinions or suggestions.

 

Decisions taken:

  • Clearly formulate the decisions that have been agreed upon.
  • Identify who is responsible for implementing each decision and a time frame for that.

 

Assigned tasks:

  • Identify the tasks assigned to each team member.
  • Set deadlines for completing these tasks.

 

Advantages POA&More in Drafting Meeting Minutes

POA&More Notary Public Dubai specializes in providing integrated administrative services, including drafting meeting minutes. This company is distinguished by its ability to provide professional and accurate minutes that reflect the course of the meeting and make decisions clearly and concisely. Here are some of the features that distinguish POA&More in how to draft minutes of meeting:

 

Accuracy in drafting and details:

  • Accurate recording: The company is keen to record all the important points discussed during the meeting, including the decisions taken and the tasks assigned to each individual.
  • Clear and direct language: The minutes are drafted in clear and direct language, away from linguistic complexities, which makes them easy to understand by all parties.
  • Commitment to the official form: The company follows the official form in drafting the minutes, including meeting dates, names of attendees and absences.

 

Speed ​​in completing work:

  • On-time delivery: The company is keen to deliver the minutes on time, which helps to follow up on the implementation of decisions immediately.
  • Using technological tools: The company uses the latest technological tools that contribute to accelerating the process of drafting the minutes.

 

Extensive experience:

  • Specialized team: The company’s team includes a group of experts in the field of office management and minutes drafting.
  • Knowledge of the requirements of different sectors: The company has extensive experience in dealing with different sectors, which enables it to draft minutes that meet the needs of each sector separately.

 

Commitment to confidentiality:

Protection of information: The company is keen to maintain the confidentiality of the information dealt with during meetings.

 

Flexibility in dealing:

Adapt to customer requirements: The company can adapt to different customer requirements and provide customized services that meet their needs.

 

Sources

[Wikipedia]

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