Minutes and reports

Before understanding what minutes are we must understand what is meant by a meeting. A meeting is an assembly of persons for a specific purpose. The word meeting therefore implies the coming together of at least two persons.

It is important to recognise the difference between minutes and reports. Minutes, in most cases, are the record of actual decisions, recommendations, and memoranda. Reports are written in narrative form and contain an analysis of the matter reported on, with or without recommendations.

Minutes

These are a clear, correct, and concise record of business discussed and decisions reached at a meeting. They are later approved at the next meeting of the company, club or committee when they are read by the Secretary, approved by the meeting, and signed by the Chairperson as a true record. Should any alteration(s) to the minutes be necessary they should be agreed by the meeting, written in by the Secretary, and then signed by the Chairperson.

In some cases the minutes may have been circulated beforehand by the Secretary and, if the approval of the meeting is obtained, they may be 'taken as read'.

There are three separate actions involved in the compilation of minutes:

a) the taking of minutes in note form;

b) the drafting of minutes;

c) the recording of the minutes in the Minute Book.

To begin with the taking of minutes can be somewhat daunting; but ease comes with experience. It is important to remember that it is only those points relevant to the final issue that are to be recorded - and of course the actual decision itself.

The drafting of minutes should be done as soon as possible after the meeting. Long involved sentences are to be avoided because they can lead to ambiguity. And punctuation should be kept to the necessary minimum. After drafting, compare your minutes with the agenda for the meeting; this will help to make sure that nothing has been overlooked.

For purposes of record and reference, minutes are written up in a Minute Book or in a separate File of Minutes. This record of the meeting should include:

a) the date, the time, and the place of the meeting;

b) the names of those present (usually possible only at small meetings);

c) the exact wording of any resolution spassed, and the names of the proposer and seconder.

Points to remember about minutes

a) Minutes are needed because members of committee have to know what was decided in committee and by whom. They must provide relevant and acceptable evidence of the decision resolved.

b) Style of minute taking varies. Note, however, that short sentences have the advantage of being non-ambiguous and more easily under­standable.

c) Minutes should be clear and accurate; above all else, they must be objective. They constitute a permanent record of decisions taken; therefore, they must be intelligible at any future reading.

d) Minutes must contain: a clear identification of the meeting; which committee; which meeting, where and when held; who attended. Where necessary, a brief indication should be given of significant points made in discussion before decision.

e) Finally - the most important part of minutes - the unambiguous record of decisions.

And because minutes constitute a permanent record, abbreviations should be kept to a minimum; if used, they should be commonly used.

Reports

Reports are guides to management and organisations. The purpose of a business report is to group together accurately, concisely and briefly important data showing the true position of affairs relating to a particular matter. Recommendations or suggestions may or may not be made depending on circumstances or set terms of reference.

A report should be characterised by clear expression and neat display. It should take the form of an argument, well reasoned and arranged, accurate in detail, and leading logically to conclusions and recommenda­tions, if any.

Here are some guidelines for report writing:

a) Follow the same rules as for writing business letters, namely clarity, accuracy, brevity.

b) Arrange the information or argument in logical order.

c) Use indirect speech unless, of course, a personal report has been specifically asked for.

d) Indicate the nature of the report by giving it a heading.

e) Plan the lay-out of your report carefully, paying special attention to headings, paragraphs, sub-paragraphs, listed points, etc.

f) Date and sign your report.

Take note of the following:

• if a report is to be useful it has to be fully understood.

• the use of headings and varied typefaces help towards its understanding.

• where possible, both sides of the paper should be used.

• for ease of handling and filing, the paper used should be of standard size (A4).

• as with minutes, in no way must you - the writer of the report - be other than objective.

Ordinary (routine) reports

These are normally presented at set intervals and pass on routine information, e.g. Chairperson's Report to the Annual General Meeting of shareholders; monthly progress reports; financial or sales reports. They generally contain a statement of facts. Each subject should have a separate paragraph with relevant reference or heading.

In business today much more use is being made of forms for routine report work.

Special reports

These are reports of a special inquiry, e.g. on accidents, fire damage staffing, etc. They may also be reports from a sub-committee appointed for the specific purpose of examining an item or requirement and reporting back to a main committee or authority.

The content of any special report is determined by its terms of reference, i.e. the instruction or guide governing the report. In many cases such terms of reference come direct from the Minute Book.

When writing a special report the terms of reference should be stated first; facts and arguments should then follow in logical order - all such facts and arguments must be relevant to the terms of reference - then come the findings; and finally the conclusions and recommendations. The report must also be signed and dated.

When writing reports always be logical, relevant, and unbiased.