sop for minutes of meeting

1.0 OBJECTIVE 
1.1 The objective of this SOP is to define the procedure for record the minutes, objective, summary & conclusion of convened meetings.
2.0 SCOPE
2.1 This SOP is applicable for all designated persons from each department
3.0 RESPONSIBILITY
3.1 Asst. Officer or above –Quality Assurance – Prepare the SOP and follow-up the SOP accordingly.
3.2 Asst. Manager –Quality Assurance -Provide the support to the implementation of SOP and maintained the records.
4.0 ACCOUNTABILITY
4.1 Head – Quality Assurance Department / Chief Executive Officer
5.0 REFERENCE(S)
5.1 In-House

6.0 PROCEDURE
6.1 A list of person shall be prepared for attending the meeting one day before or when required by concerned department with topics for discussion and submit to HR department.
6.2 HR department shall personally inform to all concerned persons to attend the meeting with venue and time.
6.3 An attendance record as per Annexure shall be signed by attendee of meeting.
6.4 All points which will be discussed in meeting shall be pointed in “TEMPLATE FOR MINUTES OF MEETING” as per Format
6.5 A summarized report shall be prepared as point discussed in the meeting.
6.6 Within ten working day minutes of meeting record shall be reviewed for compliances of meeting points and forward them to the management for review and approval.
6.7 All records of meeting shall be kept in QA department.
6.8 Frequency: Fortnightly or whenever required.

7.0 ABBREVIATIONS

SOP : Standard Operating Procedure
QA : Quality Assurance

8.0 ANNEXURE

Annexure-I             Attendance Sheet for Minutes of Meeting
Annexure-II            Template For Minutes of Meeting