Virteffic Limited (“Virteffic“) is a company based in Jersey, Channel Islands. Virteffic provides virtual assistant, secretarial support, and administration services, which includes minute writing services.
Minute writing Services
Writing minutes is a highly important function in any organisation. However, minute taking is seen by many as a daunting task. Minute writing is a skill that can be difficult to master if you do not have the requisite knowledge or experience. Ambiguous agreements, a vague agenda, interruptions, and a poor chairperson can make the task even harder.
Virteffic can assist to draft the minutes as a virtual assistant. Virteffic can also assist you before, during, and/or after the meeting. The services offered by Virteffic are fully flexible and tailored for your needs and requirements.
How does it work for your business?
The role of the minute taker varies considerably from organisation to organisation.
Some clients will only need assistance with the drafting of the minutes. I (Tess Price, from Virteffic) can attend the meeting in person, by telephone, or by video conference call. Alternatively, you could record the meeting in order for me to prepare the minutes.
Other clients will require a much broader scope of services and additional administrative tasks. In this event, we will discuss the specific services you require and what will be required in order to facilitate those services. The process can then be followed for any future meetings. Ultimately, we hope to create a long-term relationship where Virteffic can continue to offer regular support.
In any event, the minutes will be provided proficiently, promptly, and with the utmost confidentiality.
Variable factors for minute writing services
Types of meetings will vary between different organisations. Virteffic can assist to draft minutes for board meetings, committee meetings, management meetings, trustee meetings, AGMs, and informal meetings.
The minutes will be prepared professionally, in the format and style that you prefer, and as formal/informal as you wish. You decide if you want your in-house format and templates to be used, or if you want Virteffic to assist to provide the format.
The amount of background detail recorded in relation to the decision, and the degree of detail recorded will depend to a large extent on the needs of the client and the standard of each organisation.
Why should you use an external minute taker?
The company secretary is usually in charge of drafting the minutes. However, sometimes the company secretary also serves on the board and it can then be difficult to take the minutes of a meeting that they are also taking part in. The company secretary has a key function during the meeting, to assist the board with queries regarding governance and statutory provisions. In addition, the company secretary may be overwhelmed with other tasks, and need a helping hand. The meeting may include confidential matters that you do not want a member of staff to hear, and you may therefore need an independent minute taker to maintain absolute confidentiality.
A virtual assistant can assist to ensure that you have a stress-free meeting. Using an independent minute taker will allow the participants to focus on the agenda, discussion, and content of the meeting.
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