Minutes of Meeting: Definition, Functions, and How to Create Them

In the dynamic business world, minutes of meeting (MoM) are essential to ensure meeting outcomes are well-documented. MoM serves as an official record of key points discussed during meetings, including decisions made and agreed-upon follow-ups.

This article will cover the definition, functions, and the importance of choosing the right meeting venue to support productivity.

Related Article: 7 Types of Meetings You Should Know

What Are Minutes of Meeting?

Minutes of Meeting are formal documents that record discussions, decisions, and actions taken during a meeting. Unlike regular meeting notes, MoM is more formal and often uses a pre-determined template, especially for official meetings like shareholder or annual meetings.

According to several sources:

• The Balance Careers: MoM captures the key points of a meeting, the topics discussed, proposed ideas, and conclusions reached.
• CFI: MoM helps participants remember meeting outcomes and serves as a reference for absent members.
• Chron: The format of MoM depends on the type of meeting, whether formal or informal.

Related Article: Town Hall Meeting: Definition, Objectives, and Preparation

Functions of Minutes of Meeting

Here are several key functions of minutes of meeting:

1. Documenting Decisions: MoM serves as proof of decisions made during the meeting.
2. Summarizing Discussions: Helps participants understand the context of the discussion.
3. Assigning Responsibilities: Identifies individuals responsible for follow-up actions.
4. Action Follow-Up: Ensures all decisions are implemented in a timely manner.
5. Historical Record: Tracks the progress of projects or decisions over time.
6. Transparency: Sharing MoM with all relevant parties ensures equal access to information.

Related Article: 6 Types of Meeting Room Layouts for Different Needs

Guide to Creating Minutes of Meeting

When creating minutes of meeting, consider the following steps:

1. Before the Meeting

   • Prepare tools for note-taking (laptop, tablet, or paper and pen).
   • Review the meeting agenda to understand the topics to be discussed.

2. During the Meeting

   • Record attendees, along with the meeting’s start and end times.
   • Focus on key discussion points, decisions, and the names of contributors.
   • Avoid personal opinions; write objectively.

3. After the Meeting

   • Organize your notes and review them to ensure no information is missing.
   • Ask meeting participants to verify the MoM before distribution.

Related Article: How to Make Meetings More Enjoyable

The Importance of Choosing the Right Meeting Venue

Effective minutes of meeting rely not only on their format or content but also on the environment where the meeting is held. A conducive atmosphere and complete facilities can support smooth discussions and result in more structured meeting notes.
For this reason, vOffice offers the ideal solution with meeting rooms and event spaces located in strategic business centers across Indonesia. The available facilities include:

• Electricity and internet access.
• Sound system, projector, and smart TV.
• A comfortable environment to support professional meetings.

With ISO 9001 certification and a proven track record of serving over 50,000 clients, vOffice is a trusted choice for entrepreneurs and management teams looking to optimize their meetings. Focus on meeting results while we provide a space that supports your needs.

Check the details here: Meeting Room Rentals Across Indonesia and Event Space Rentals in Jakarta.

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