Como Fazer uma Ata de Reunião Simples e Eficiente

hello, have you ever participated in important meetings within your company but after a while no one remembered what had actually been defined, this happens a lot in small and medium-sized companies, productive meetings but without a clear record and well-defined responsibilities that cause what work to be forgotten, communication problems, this has been happening within your company, hello, welcome, welcome to another video about business management, my name is Gisele Parente and today I brought you a meeting minutes template that I use in my more than 20 years of mentoring consultancy and that brings a lot of results to my company and to the clients that I work with and in addition I want to talk to you here about what meeting minutes are because they are important for your company and for those who stay here until the end of the video I will bring the form that I use so that you understand the step by step process of building this area when I talk about meeting minutes many people think that it is that huge Word document where it is recorded word by word but when we talk about business management the meeting minutes template it needs to be different because it needs to be practical, applicable and very relevant to your business but before talking about the content of the minutes let's bring here the concept of business meeting minutes a business meeting minutes it needs to be a formal document but it needs to record what is important in that meeting which comprises what was planned what was defined and what was delegated if you have a formal document that can record these three points you have very productive meeting minutes within your company and why is it so important for you to have a meeting minutes meeting, well, a formalized meeting minutes will prevent forgetfulness, so I didn't do that activity, I didn't forget or misunderstand, right? Ah, I thought it was for João to do this activity, not for me, in addition to providing transparency for the internal processes because it was recorded there, everyone knows who has to do what they have to do, what the deadline is, it's simple, there's no confusion, it avoids miscommunication and, in addition, it helps whoever is responsible for the meeting to meet the deadlines that were established there in those minutes, now there's doubt, right, what do I document and what? I don't document when it comes to meetings, I usually tell my clients that three meeting models need to be documented, there are weekly meetings where you go to monitor the week's indicators, the week's activities, the improvements that need to be made in the process, you also need to record the monthly meetings, so once a month I recommend that my clients hold a monthly performance meeting .

an action needs to be taken what is the action record this action in the minutes for monitoring within the period a third reason for you to record the meeting is the problem solving or project monitoring meetings so if you have a problem for example in your operation Giséli I have a problem here in my commercial area we have a very very long order delay so we hold a meeting to resolve this issue of order delay bring everyone involved to this meeting and register or project monitoring meetings, right so I have the development of the project within a company I I create an action plan to follow this project and I will follow this action plan which is the minutes of our meeting these three points are fundamental now the meetings for example daily meetings that you hold with your team which is simply to understand the status of the day's activities these meetings are simpler and straight to the point they do not need to be documented even if you need to organize your company organize your company's routines create these processes not only the process for holding the weekly meeting of the monthly meeting but also organize the routines the standardization of your company's processes I will Leave below the link to the pan-business training program, which is a business training program where the focus is not on the theories that you find in books or in the MB of life, right, the business training program is a practical training that is applicable and relevant to your business where I bring dozens of tools like the ones I'm going to show you here today so that you can use it in your company's day-to-day life, all of this with classes with explanations and theories that are not just those in the books, these are the theories that I bring to you and that I bring with this background of more than 20 years of consultancy and mentoring so if you want to know more about the pan-business training program click here on the link below the price is super affordable and will make a difference to the growth of your business I said whoever stayed with me here until the end of the video would receive the model of the meeting minutes that I use and the model is this is a model for a single to-do list, this model is used to monitor activities over time so I put it here meeting what is the theme of the meeting oh it is the March performance meeting or like the example I used here commercial meeting , operation and shipping to align product delivery times, what is the date then on the 19th of March 2025, who will participate? Gisele, who is from sales, will participate, Adri, who is from shipping, will also participate, and Lucas, who is from operations, will also participate . Commercial, I called the meeting and brought here this issue that is impacting sales, which is the delay in order deliveries, I brought those involved and we are going to talk about this topic during the meeting, so I'll bring it, look guys, I'm here with 30 customers complaining about delays.

These are the customers, we're going to start analyzing, right, during the meeting, what's happening ? shipping and then we do all this analysis and we come to the conclusion that the majority of orders that were delivered late were due to production planning issues, so Lucas says: "Guys, look, there's a problem here, I receive the production order to produce the product in two days but it takes me four days. He said this once, twice, three times, and then this team decided to go into the system and look and it was identified.

There is a large number of products that have the wrong number of days of production registered in the system, so this needs be corrected as quickly as possible so an activity comes out of this meeting, right? It's updating the production time of the products in the system oh who has to do this Lucas Lucas what is the deadline you need to do this Lucas look there's a lot to do I'm going to put it here on 30/3 perfect so the action has been taken let's assume that an alignment also needs to be made with the transport carriers so who is responsible for shipping to ADRE so ADRE will make an alignment with the transport company it says it will do it by 03/25 great and we concluded our meeting here then we will evaluate the following let's have a next meeting if not put it not applied if yes ah I think there needs to be a meeting on the 30th so we can see if everything is going well to start the month of April right ok then I'll put it here on March 31st 2025 I'm the pilot of this meeting Gisele I'm going to call another meeting perfect ok about the next meeting there are meetings that are recurring for example the weekly meeting the monthly performance meeting where you can vary here are those responsible for the meeting so you can choose a pilot here next time who will pilot this meeting will be Lucas okay ok so the next meeting has a date and who is the pilot what is important the meeting pilot before the meeting he needs to go there for example and ask Lucas has completed the system update yes it is completed ok it is completed come here and say completed perfect ah eh Adri did the alignment with the transport companies no I didn't do it I did it with two transport companies but one I still haven't been able to schedule the meeting there is an agenda incompatibility so he comes here and sets it in motion and comes here and in the observation says ADRE informed that the blue transport company is missing for example and it will be completed on the 10th of the fourth day perfect perfect perfect so the deadline for completion for these activities was defined here and we already know here that this action needs to be taken ok what is important for us to pay attention to this minute ok two points Responsibility is the owner who will perform this task and this person in charge needs to be present at the meeting, let's suppose that here where we put updating the production time is for example the IT team that needs to do it . Marcelo can't put Marcelo here because Marcelo is not in the meeting or you invite Marcelo to participate in the meeting and he joins the meeting for you to define this or someone in the meeting has to be responsible for making this activity completed so in this case it was Lucas, Lucas will have to sit down with Marcelo and say: "Marcelo I need you to update this in the system by that day.