How to Write Effective Meeting Minutes by Alex Bean

How to Write Effective Meeting Minutes

All organizations and committees keep official records of meetings. Records mean minutes; the person taking these minutes is picked before the meeting begins. This person will also write and distribute meeting minutes before the next meeting. The people who are at this meeting then vote on these minutes to make sure that all the information is contained.The meeting minutes taken do not have to contain all the information that was discussed in the meeting just the basic topics covered.

If you are recording the minutes there are a few things you need to do, so that you are prepared.

Before the meeting
To be prepared for the meeting you should get as much information as possible and have that recorded.

These are a few of the examples, there may be more or less topics placed on this list depending on the information needed. I picked a few from Effective meetings.com and Ehow.com.
-Place the date and time
-Location of the meeting
-Title of club or organization
-Officers or Meeting Leader Name(s)
-Topics to be covered (if known)

You have several different ways you can record these minutes it is your choice. Do what makes you feel comfortable, if that means typing on a laptop, then do that. Just be sure that whatever method you use does not interfere with the meeting.

During the Meeting

Take names of people attending and whether they are voting or not and names of guests.

Some people may pass a list for people to sign in; others may do a roll call. Again this can be your choice.

During the meeting do not copy what is said word by word. You need to be brief and to the point, but you also need to effectively record important information that has been covered.

End of Meeting
You should tell the time the meeting ended.

Review your notes so that you make sure that you have key information, and it is recommend to type notes out afterwords so everyone can read them.

Here are tips from the International Association of Administrative Professionals (IAAP)
Number the pages as you go so you aren’t confused later. Remember, though, that the minute-taker is responsible for providing good flow. Don’t force yourself to write the minutes in the actual chronological order of the discussion - it may not work.

Focus on action items, not discussion. The purpose of minutes is to define decisions made and to record what actions are to be taken, by whom and when.

Be objective. Write in the same tense throughout and avoid using people’s names except for motions or seconds. This is a business document, not about who said what.

Avoid inflammatory or personal observations. The fewer adjectives or adverbs you use, the better. Dull writing is the key to appropriate minutes.

If you need to refer to other documents, attach them in an appendix or indicate where they may be found. Don’t rewrite their intent or try to summarize them.

Once you finish the meeting have a lead or officer review your notes, and then send them to the members.


Work Cited

http://www.effectivemeetings.com/meetingbasics/minutes.asp
http://www.ehow.com/how_2141613_write-meeting-minutes.html
Walter Oliu, Charles Brusaw, Gerald Alred. Writing That Works. Boston: Bedford/St. Martin's, 2007. Pg. 506