Assignment Instruction & Background:
For this assignment, you will be given the opportunity to meet as a group to discuss the product or service you are going to present and assign team roles. This assignment focuses on writing an agenda for a meeting, holding a business meeting, and then writing the action minutes for the brainstorming session.
In any organization, meetings play an essential role in decision making and achieving business goals. Meetings allow people to interact face-to-face, resolve issues, and finalize the action plan.
You will start your meeting by electing someone who is not running the meeting to take clear, concise notes throughout the session. That way, everyone else can focus on making decisions and taking the next steps. You may also consider recording the meeting if it is hosted via video conference. In future meetings, you may consider rotating the notetaker role for each meeting.
Meeting minutes can be defined as the written record of everything that has happened during a meeting. They are used to keep track of who attended, what was decided during the meeting, who spoke, and further action items that need to be completed. These minutes can be used in the future to review those actions or decisions.
Before you start taking notes, it is important to understand the type of information you need to record at the meeting. Meeting minutes usually include the following:
Date and time of the meeting
Names of the meeting participants (absent members)
Acceptance or corrections/amendments to previous meeting minutes (if applicable)
Decisions made about each agenda item, for example:
Motions taken or rejected
Voting outcomes
Actions taken or agreed to be taken
Items to be held over
Every organization conducts business operations according to a resolution adopted by meeting minutes. The purpose of writing minutes is to help you formalize your meetings and help your Signature Assignment build up in an organized way. It will keep people in the group accountable to the assigned roles Once you have held a meeting, you will write action minutes.
Important to know
Your Minutes will be evaluated using the written assignment rubric as well as the instructor evaluation form provided.
Key points to remember while writing the action minutes:
1. Date and time of the meeting: Include the date and time of the meeting at the top of the minutes document.
2. Names of the meeting participants: List the names of all the participants who attended the meeting. Also, mention any members who were absent.
3. Acceptance or corrections/amendments to previous meeting minutes: If applicable, include any discussions or decisions made regarding the previous meeting's minutes. Note if any corrections or amendments were made.
4. Decisions made about each agenda item: Record the decisions made for each agenda item discussed during the meeting. This includes any motions that were taken or rejected, voting outcomes, and actions agreed upon.
5. Actions to be taken: Clearly identify the actions that need to be taken as a result of the meeting. Include specific tasks, deadlines, and responsible parties for each action item.
6. Items to be held over: If there were any agenda items that were not discussed or completed during the meeting, mention them in the minutes and indicate that they will be carried over to the next meeting.
7. Any other relevant discussions or information: Include any additional discussions, important points, or relevant information that was discussed during the meeting.
8. Next meeting date and time: Include the date and time for the next scheduled meeting.
Remember to keep the action minutes concise, clear, and organized. Use bullet points or numbered lists to make it easy to read and understand. Ensure that the minutes accurately reflect the discussions and decisions made during the meeting.
By following these guidelines, you will be able to write effective action minutes that will serve as a useful record of the meeting and guide the progress of your Signature Assignment.
To complete this assignment, you will need to follow these steps:
Step 1: Review the assignment instructions and background provided.
Step 2: As a group, discuss the product or service you are going to present and assign team roles.
Step 3: Prepare an agenda for the meeting. The agenda should include the following:
a. Date and time of the meeting
b. Names of meeting participants
c. Meeting objectives
d. Agenda items (topics to be discussed)
e. Allotment of time for each agenda item
f. Any additional details or instructions for the meeting
Step 4: Start the meeting by electing a notetaker who will be responsible for taking clear and concise notes throughout the session.
Step 5: Conduct the business meeting. Ensure that all agenda items are discussed, and decisions are made for each item.
Step 6: The notetaker should record the following information during the meeting:
a. Date and time of the meeting
b. Names of meeting participants (including any absent members)
c. Acceptance or corrections/amendments to previous meeting minutes (if applicable)
d. Decisions made about each agenda item, including motions taken or rejected, voting outcomes, actions taken or agreed to be taken, and items to be held over
Step 7: After the meeting, the notetaker should write the action minutes. The action minutes should include all the recorded information from the meeting and be organized in a concise and clear manner.
Step 8: Review your action minutes to ensure correctness and clarity.
Step 9: Submit your action minutes for evaluation, following the assignment rubric and instructor evaluation form.
Note: Remember to keep the meeting focused and ensure that all participants have an opportunity to contribute. Encourage active participation and follow any additional guidelines provided by your instructor.