After the meeting:

D. After the meeting: Within 24 hours, meeting minutes should be
distributed to those who were present as well as to those who were unable
to attend. Advantages of prompt distribution of minutes:
 Those who were present receive the same summary
information. Any errors may be reported immediately.
 The decisions reached are distributed to all concerned. This
avoids someone saying at a later date that he or she was not
aware of a specific decision.
 Action items and individuals responsible for accomplishing
them are identified. Everyone is aware of the
responsibilities and deadlines listed.
 The minutes may be filed for future reference.
The formats of minutes vary. General hints:
 Start with details of the time and place of the meeting
 Follow the sequence of the agenda items
 Finish with „Signed: (name & designation of leader and date).
Minutes may take three forms:
 Resolution minutes
 Narrative minutes (the use of reported speech important here!)
 Action minutes.


Summary:
1. When meetings are ineffective, both time and money are lost.
2. A company-wide policy regarding meetings helps eliminate unnecessary
meetings and provides procedures for running meetings effectively.
3. Every meeting should be carefully planned.
4. The most frequently held meetings are problem-solving, informational,
brainstorming, and training meetings.
5. The meeting agenda should be distributed so participants may prepare for
the meeting.
6. Notes should be taken during the meeting.
7. After the meeting, minutes should be distributed promptly (within 24 hrs)