Vietnam: Complete meeting minutes template 2022? Instructions on how to write meeting minutes and requirements for writing meeting minutes?
What are the meeting minutes in Vietnam?
During the meeting, it is common to use a written record of what happened during the meeting, including a lot of different information and opinions from the participants. That document is called the meeting minutes.
The secretary in the meeting, the person who writes the document, will be responsible for registering the number of participants and the number of people absent from the meeting, and recording all important information according to the progress of the meeting.
Vietnam: Complete meeting minutes template 2022? Instructions on how to write meeting minutes and requirements for writing meeting minutes?
Usually, the minutes of the meeting will be used to record the events that have been happening at the meeting, so the minutes of the meeting are considered a type of document that has no legal effect but is a basis to prove the actual events that have been happening.
Based on the minutes of the meeting, one person can once again review the guiding requirements of the leadership or the comments and construction of relevant individuals and units,... From there, it is possible to adjust, arrange and solve the work as efficiently as possible.
In case individuals participate in the meeting when signing the minutes of the meeting, they have confirmed the commitments in the performance of the work. The minutes of the meeting now serve as a reminder to the individuals involved in carrying out their work.
At the same time, meeting minutes also play a role in helping relevant people before starting the next meeting with the same content to track and check the accuracy of the work to be done.
What are the requirements for writing meeting minutes in Vietnam?
(1) Prepare meeting minutes
Thoughtfully preparing a sample of meeting minutes as required and prescribed is one of the essentials. Not everyone has the ability to listen, grasp, and keep up with all the information in the ongoing meeting.
Therefore, preparing a meeting minutes and quickly recording the content of the meeting is a necessity.
A meeting minutes should meet the following:
+ Time and place of the meeting;
+ Participants
+ Meeting content
+ Conclusion of the meeting.
(2) Quick and sufficient recording
The person who records meeting minutes usually has to be a person who has a fast recording speed and is full of important information. Therefore, the person recording the minutes of the meeting needs to have a notebook or computer ready so that the information can be saved in case the recorder cannot be used.
The person recording the minutes of the meeting must always ensure that the content of the minutes has important and required information.
(3) The content of the minutes must have a focus
A meeting minutes need to be focused so that people who do not attend the meeting can understand the problem, avoid lengthy presentations, rambling unnecessary issues.
(4) The information in the minutes of the meeting must be accurate
A meeting minutes need to be ensured objectivity and honesty. The person recording the minutes of the meeting may not add, record, or comment on the comments during the meeting.
The minutes of the meeting need to be read to everyone present, corrected if not corrected and voluntarily signed the minutes to take responsibility.
Introducing the latest meeting minutes template 2022 in Vietnam?
Download the latest 2022 Meeting Minutes Form: Here.
Instructions on how to write meeting minutes correctly in Vietnam?
Although meeting minutes do not have specific provisions, it is necessary to comply with the conditions and regulations in Decree 30/2020/ND-CP on clerical work.
How to record specific meeting minutes as follows:
(1) (3) Topic, main focus of the meeting
(2) The department, agency, unit or enterprise organizing the meeting.
(4) Chairperson: The person who raises the main issues, the direction for handling or synthesizing the opinions to solve the problem.
(5) Secretary: The person in charge of the work of registering the participants and recording the information in the meeting, making minutes of the meeting.
(6) Other components: May be representatives of departments or employees, who are related to the topic of the meeting.
(7) Content of the meeting: This is the most important part that the secretary should keep in mind when writing the minutes of the meeting because the secretary will be the one who observes and records what goes on during the meeting (issues presented, discussed; the opinions expressed by the participants, ...)
(8) Conclusion of the meeting: The chairperson of the meeting shall base on the contents discussed and agreed to vote (if any) to make a decision.
Above is some of the information we provide to you. Best regard!
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