Minutes of meetings

We provide quality, expert minute-taking services, no matter the size of the company or where you are. For most, drafting minutes can be a tedious process, especially when you already have more than enough to do. FluidRock minute taking services can lessen your workload through our team of experienced, industry specific, minute-takers, skilled in drafting tailormade minutes. Our minute-takers can either work from a recording, attend the meeting in person or attend via a secure electronic meeting platform.

We often find that a business will ask a staff member to draft minutes, effectively taking that person away from their normal duties. Minute-taking is a skill and when not done correctly, a meeting and the time and costs spent will be wasted.

An accurate set of minutes is a must for every meeting and is a valuable governance tool for any business. Minutes offers an accurate record of discussions, decisions and agreed outcomes at a meeting for future reference. Minutes also provides structure to the meeting, provides a plan of action, measures progress and offers protection to the organisation and its governing body. Did you know that minutes can be used as proof in legal proceedings? Since minutes are discoverable documents, it is prudent for any business to have and keep an accurate record of discussions and decisions taken during meetings.

The Companies Act 71 of 2008 requires companies to keep minutes of its board and committee meetings, this also includes minutes for Board of Trustee meetings as set out in the Trust Property Control Act, 57 of 1988. Also, CIPC requires all companies to maintain their company records. Included in the definition of company records are notices and minutes of all shareholder meetings, any resolutions taken at those meetings, minutes of meetings and resolutions of directors, directors’ meetings and audit committee meetings.

We offer fit-for-purpose services aimed at meeting the specific needs of our clients. These include:

• ● Minute taking services nationally for a variety of internal or external meeting types, be it board or committee minutes, minutes of a disciplinary hearing or an interview.
• ● Attendance of meetings: Our minute takers can either attend meetings in person or via an online meeting platform or work from a recording.
• ● Compilation of meeting packs and draft agenda. Our service also extends to compiling meetings packs and providing a draft agenda for clients who do not have the necessary software to compile professional meeting packs.
• ● Our management team conducts ongoing training and development of all minute takers in order to ensure consistently high quality of writing, clear presentation and accuracy of content.
• ● All out minutes undergo a three-step quality assurance process:
• ○ Draft minute production;
• ○ Initial review and proofreading of the set for content, accuracy, key terminology, spelling grammar and formatting and layout and attending to any amendments;
• ○ Final quality review for any minor amendments that may be required, from the client-ready draft a task list or schedule of matters arising is prepared.
• ● We are serious about information security management, thus our security measures include:
• ○ All sensitive and confidential information is stored on a secure database, protected from any unauthorised access;
• ○ All our minute takers sign strict non-disclosure and confidentiality agreements to ensure that client information remains confidential;

• ● Finance
• ● Education
• ● Aviation
• ● Manufacturing & Engineering
• ● Medical & Pharmaceutical
• ● Advertising & Marketing

• ● FMCG
• ● Mining
• ● Energy & Renewable Energy
• ● Insurance
• ● Not for Profit
• ● Public Sector

At FluidRock we believe in the value of client feedback, in fact we welcome it! Feedback shows us where we get it right and where we get it wrong sometimes, it helps us to identify areas of strength and those requiring improvement. Customer satisfaction is measured through our customer survey, along with personal contact with the client.

Should a transcript be more suited to your needs or if you wish to understand the difference between minutes of meetings and transcripts, please visit our transcription services page.