Who often meets? In a meeting, there are definitely lots of meeting points that we have to note down. Well, usually we often take notes individually. But it would be good if at every meeting you get into the habit of making MoM or Minutes of Meeting at every meeting session.
What are Minutes of Meeting? Functions and How to create MoM
Apart from ensuring that we don’t forget the results of the meeting, all parties will also not lose information or forget the point of the meeting that was held.
Because MoM is important, we will discuss further about what minutes of meeting are, how to make them and also the benefits of this MoM.
Minutes of meeting is a note that records all points during the meeting. I quoted this from CFI. So you could say that MoM is a detailed record of matters discussed at a meeting.
Creating a MoM may seem easy because it just takes notes. But if I’m not used to it, of course I often make mistakes, such as not having recorded all the points or missing things.
So what should be noted? These notes usually consist of what topics were discussed, ideas proposed, and conclusions drawn during the meeting.
After the meeting is over, these notes will be distributed to all members who have attended the meeting so that they remember what points have been discussed.
So it can be concluded that the minutes of the meeting are very useful for members to remember what the conclusions of the meeting were.
Minutes Of Meeting function
Minutes of meetings are needed by almost all companies. Minutes of meetings can be used as documents for company reports. Both program reports that will be carried out by the company and reports for company finances.
Minutes of meeting which contain all meeting results and decisions that have been agreed upon by all meeting participants can be used as a reference if the implementation of the program is not in accordance with the results of the agreement that has been obtained.
1. Evaluation materials
Minutes of meeting help meeting participants review and re-evaluate important points in discussions that lead to decisions. Without these notes, the risk of forgetting meeting points may occur.
In fact, it is not impossible that you and your team will need to have another discussion. This will certainly take time, right?
2. Avoid misunderstandings
Provide written notes regarding what has been agreed at the meeting and ensure that the results of the discussion are realized well.
Apart from that, of course, by having minutes of meetings, misunderstandings originating from different people’s memories can be avoided.
3. Source of information for those who are not present
For some participants or stakeholders who are unable to attend, MoM or minutes of meeting will be very helpful. Especially, if the results of the meeting have a collaborative impact on other employees or divisions.
4. Conclusion of the meeting results
Through minutes of meetings, you will inform people about the tasks assigned and create clear deadlines so that everyone stays on track.
Having minutes of meetings can create clarity about what next steps need to be taken, who is responsible, and ensure that nothing is forgotten.
Types of MoM
There are several types of Minutes of Meeting (MoM) that are usually created by a company. Among others are:
1. Informal MoM
Informal MoMs are usually created for non-informal meeting needs. Such as inter-team meetings, marketing team meetings, etc.
If the meeting being held is an informal type of meeting, then notes do not need to be taken with complete guidelines. However, these records must still contain accurate information
2. Formal MoM
Formal MoMs are usually created for important meetings such as details such as annual meetings or general shareholder meetings and also management meetings. Therefore, it must be made more carefully and in detail according to the MoM format.
How to Create Minutes of Meeting
In making a MoM, you can follow the following guide to making a MoM. We can divide it into 3 stages, namely preparation, during the meeting, and when the meeting is over.
1. Preparation before the meeting.
Before the meeting starts, make sure you have prepared the meeting agenda that will be discussed. The goal is to ensure you avoid unproductive meetings and stay focused on these points.
So, you can also prepare the MoM framework first because the meeting points have been prepared beforehand.
2. During the meeting.
Stay focused. During the meeting, try to separate your notes into clear categories. For example, discussion points, decisions taken, tasks, and next steps. To make it easier for future meetings, you can also make this structure as a template.
So what you can pay attention to is:
- Note the time carefully. Both the start time and end time of the meeting.
- Record comments according to the meeting points which are discussed briefly and clearly.
- It is also very important to write down every idea or input. Don’t forget to also explain who came up with the idea.
At the end of the meeting, make sure to also make an attendance list of meeting participants complete with their respective signatures.
3. After the meeting
At the end of the meeting, forget to mention the name of the company or organization, the position of the meeting participants, the type of meeting, and the purpose of the meeting.
Also, ensure that each list of participants and who chairs the meeting is signed. Then, reread the notes to find out if there are any spelling errors. You can ask other participants to review your notes to ensure that they are complete and accurate.
So, we have discussed what a MoM is, how to make a MoM and why it is very important to make a MoM in a meeting. Hopefully, this article can help those of you who are still confused about how to make a MoM in a meeting at your office.