ADMN5004 Team And Project Management : Essay Fountain


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Minute taking in a meeting is a vital process for any company to undertake. The taking of minutes is developed for various reasons as described below. Minutes serve as communication tools for the company by including all the information generated within a meeting. The recorded information may be vital for the development of organization activities since they outline the procedure to be undertaken as developed by the team members during any given meeting. Secondly, minutes form an excellent follow-up implement in case inconveniences arise within the company (Linda, 2013). The follow up helps in identifying the problem and in developing permanent solutions to the problem. Minutes are also helpful in legal cases involving an organization since they serve as evidence of the activities designed by any organization. In this case, the minutes can be used as evidence against malicious claims developed by company competitors.

Furthermore, a company can use minutes to showcase their familiarity with a given activity that may be required to develop an income generating exercise. Following the positive contributions of minutes within an organization, there is a need to create efficient and reliable minutes. The paper studies the requirements for a minute taking in a meeting.


Types of Minutes

 There are two main types of minute taking, that is, formal and informal. The analysis of the various factors for consideration while developing any of the two kinds of minutes is elaborated below. The main parts of minutes development include heading, participants, approval of previous minutes, motion development, scheduling of next meeting and adjournment (Nordquist, 2019).

A table analysis of considerations in minute development minutes



Format specifications 

Call to order


Format of motion

Continuation format

The scheduling of the next meeting



Agenda Component

The introductory should contain three main parts, that is

· The name of the organization

The name should be developed in uppercase form and the first line

· The participants of the meeting

· The date of the meeting

The date should be established based on the development of the meeting and not on the day the minutes were taken (Barlow, 2016).

All three components should be centered and bolded for easy identification since they carry vital information concerning the meeting to be developed.

The minutes should be developed with an observation on the following format,

· The minutes’ paper should have 1-inch side margins

· Should be developed upon indented or block format for the first line of each paragraph

· The indenting should be prepared to be around 0.25-0.5 inch

· Also, the minutes should be designed to include only the information discussed in the meeting (Panning, 2016).

The segment should be developed in a paragraph to include several components which include,

· The venue of the meeting

· The time of the meeting

· The kind of meeting should be indicated that is whether the meeting was regular or special.

· The segment should be developed in a new paragraph to identify the attendance of the meeting, that is, the secretary should create a list of present members and that of absent members.

· The segment should also indicate the person presiding the meeting and the one in charge of taking minutes.

· Also, the segment should identify the invited present guests and other company officers present.

The segment should be developed on a new paragraph to establish the main activities

 of the motion, which includes,

· The minute’s verification is done through seconding form the members

· The minutes are passed around for confirmation by members

· The segment entails the use of the word like motion, seconded, carried and resolved which should be written in capital letters to signify a given action.

· In case of continuation to another page, the heading of the second page should be developed.

The scheduling of the next meeting is developed in the second last paragraph to illustrate

· The day of the second meeting is announced after the completion of the day’s activities

· The announcement describes the venue, the day and time for which the next meeting will be held.

The adjournment is developed in the last paragraph to indicate the time of closure of the meeting.

· Keywords in the minute writing should be developed with their first letters capitalized. Such words include corporation and board.

· Also, words signifying titles should be developed with their first letters capitalized whenever used behind the person’s name. Such words include chairman and executive vice president.

Agenda Developer

The segment requires no citation of the event developer since the secretary develops it him or herself about the meeting being held.

Similarly, this segment does not require the identification of the developer since the secretary develops it on his or her own.

The stage may call for the participation of the members to confirm their presence and the identification of the absent members.

The process is developed by the secretary who reads the minutes as previously recorded in the previous meeting. The minutes are then seconded to confirm the agreement by a member within those present in the conference. Also, the members participate in the motion discussing the agendas of the proposal and developing a conclusion based on majority following a vote.

The developer of the meeting develops the activity.


Minutes are vital to an organization since they outline the strategies and agreements developed by organization members. As a result, they should be prepared to meet the required standards. The standard observation makes the minutes them official and can be used in a legal process or the development of official matters. Similarly, they serve as a tracking device of the organization progress. The aspect may be useful in the determination of problems affecting the company and in the development of necessary solutions to the challenges.



Barlow, J. (2016). Board meeting agenda format and template. Retrieved from

Linda, S. (2013). Documenting the minutes at professional meetings. Nursing management, 44(3), 48-51

Nordiquist, R. (2019). Minutes in business writing. Retrieved from

Panning, J. (2016). Do’s and don’t for meeting minutes. Retrieved

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