1. Establish a system that all official meetings must be recorded and filed. The archives department in China has been asking for the records of important meetings to be filed. The Corporate Governance Guidelines for Listed Companies in China also explicitly require that the shareholders' meeting, board of directors and board of supervisors of listed companies should form standardized meeting minutes and keep them as important files of the company. However, it is understood that many institutions do not pay attention to the recording of meetings for various reasons, and it is still very irregular to pay no attention at all.
Business research is "standardized management, system first". In order to promote the normal development of meeting minutes, it is necessary for all kinds of organizations to establish a system that requires all kinds of formal meetings within the organization to keep meeting minutes and file them, and use them as indicators for future work assessment if necessary.
2 unified meeting minutes format should accurately reflect the basic situation of the meeting. In order to prevent the randomness of meeting minutes from causing the lack of recorded items, we can make a template of meeting minutes in advance and provide it to the meeting recorder. Its main projects include:
(1) Name and duration of the meeting;
(2) The date, starting and ending time and place of the meeting and the name of the convener (moderator);
(three) the names of the people attending and attending the meeting, and the attendance and attendance;
(four) the agenda of the meeting or major issues;
(5) speeches by participants;
(6) the voting method and results of each resolution (listed companies also require that the voting results should indicate the names and opinions of the participants who agreed, opposed and abstained);
(7) recorder. What needs to be explained here is that the paper format used for meeting minutes of various institutions is different. Some institutions print meeting minutes in advance for special use and convenient for unified filing. However, there are also some problems that are difficult to solve, such as: the meeting time is long or short, the discussion content is more or less, and the blank reserved in the meeting minutes is not easy to master and use; In order to ensure the clarity and accuracy of meeting minutes, some institutions often manually sort out and print meeting minutes after the meeting, and then file them after attending the meeting. The paper used for meeting minutes is usually loose-leaf paper. Whether to use notebook or loose-leaf paper is not a matter of principle. The key is to complete the specified items and procedures, the paper or other carrier materials used should meet the technical requirements of file keeping, and the recycled paper that does not meet the requirements should be used with caution.
3. There are many ways to record the contents of the meeting by appropriate recording methods, which need to be taken according to the importance and specific contents of the meeting:
(1) Record of the whole meeting: record the whole meeting completely. It is necessary to truthfully record everyone's speech during the meeting, even including descriptive words such as pause, applause and laughter.
(2) Meeting Minutes: record the meeting contents and all important information in detail. The speaker's speech should be recorded, but not the original words.
(3) Summary record: only record everyone's speeches related to the theme of the meeting.
(4) summary record: only briefly record some things.
(5) Decision-making records: only the decisions made at the meeting are recorded, and the discussions for making decisions are not recorded.
(6) Action record: only record the specific actions that the participants should take after the meeting.
(7) Record of decisions and actions: record the decisions made at the meeting and the actions to be taken after the meeting.
4. Ensure that the records of meeting contents are complete and accurate.
No matter which recording method is adopted, it is necessary to ensure the complete and accurate recording of the meeting content. In this regard, the practices of some foreign companies are still worth learning: (1) Usually, the secretary is the full-time recorder of meetings, but now some companies take turns to be the recorder of meetings by meeting attendees such as directors, which can better avoid mistakes caused by misunderstanding and cognition.
(2) In order to ensure that the recorder can record completely, fix the recorder's seat on the side of the meeting host, so that the meeting host can keep track of the recording situation at any time, and if necessary, suspend or ask the relevant spokesperson to repeat the unrecorded speech.
(3) In the discussion of each topic, the moderator should repeat the summary in time, and read the record to the participants, and then enter the next topic after being recognized by everyone. This can ensure the accuracy of the minutes.
(4) The first topic of the next meeting is to discuss the minutes of the last meeting, which shall be signed and filed after being approved by all staff.
5. Perform the necessary signature procedures. Meeting minutes are the true records of the meeting and have legal effect in some cases. Therefore, only after being approved by the relevant participants can it be regarded as a formal and effective meeting record. This approval procedure is generally that the participants read and agree to the contents of the meeting minutes and sign them. For example, the Governance Guidelines for Listed Companies in China stipulates that the attendees and recorders of the board of directors and the board of supervisors shall sign the minutes of the meeting, and relevant personnel may also request that their speeches at the meeting be recorded in the minutes of the meeting. Some companies also stipulate that directors and supervisors who fail to sign the minutes, minutes and resolutions of the meeting are deemed to have failed to perform their duties. In short, meeting minutes are reliable records reflecting the important functions and activities of an organization and are archived.