About Taking Business-Meeting Minutes

Taking minutes from meetings is one of the oldest tasks in human history. Providing a record of what has occurred at an otherwise verbal event--whether business-, government- or agency-related--has been an essential function in the development of economies and societies. Taking minutes today has become a staple of both government and professional operations. Effective minute-taking can be accomplished by following a few simple guidelines, maintaining a key eye for detail and taking thorough notes.

History

Since humans first began creating permanent settlements, trade--and the written business deals that come with trade--has heavily influenced our development. As we began to create governing bodies in these settlements, their laws and words were also written down--placed on the record for future generations. As an example, consider how little we would know about the Greek and Roman cultures if their governments had not believed in having a written record of each meeting, speech and debate. Taking meeting minutes may seem like a boring task, but no matter what the subject, the activity has a long history and has played a key role in our development.

Function

Meeting minutes are used to provide a written record of what occurred at the meeting. This record is intended to be as thorough as possible, covering date, time, persons present, discussions, actions taken, and in some cases, place. Meeting minutes are used by groups ranging from Congress to local governments to corporations and nonprofits. Across the economic strata, these minutes are used to track the development of each agency or group, and to provide references for future personnel--the same principle that minutes have been used for since the first human civilizations.

Significance

It is key to remember during minute-taking that though interest may seem low in the subject at the present time, this written record could become a crucial document for some reason in the future. The significance of your notes and prepared minutes may seem small at the time, but as these minutes become records of what has happened over a period of time, they become the lasting, official and legal document that can resolve questions, concerns and issues that arise afterward. The minutes you prepare could be vital for the agency or business at some point in the future; that's why it's best to be as thorough as is necessary and to follow all applicable laws when taking minutes.

Types

Business-meeting minutes are typically prepared by an assistant or associate from notes taken at a meeting. For a business meeting, the notes should include persons present, the businesses or agencies they represent, the purpose of the meeting, topics discussed, and the time and place of the meeting. Thorough notes regarding the main points of the conversations, as well as any actions taken, agreements signed or concerns raised for further discussion should be included.
Other minute types include government minutes, which are regulated by open meetings laws and other local statutes that require specific methods and details to be reported; internal agency minutes, as for the board of a nonprofit agency or another group, which should be as detailed as government minutes but are not governed by the same laws; and minutes from other organizations, like student groups, churches and volunteer associations, which are more casually prepared and distributed.
All types, whether formal or casual, provide the written documentation of an organization's development, function and decision-making process.

Expert Insight

All minute-taking is made easier by taking thorough, detailed notes during the meeting. Find a medium that works best for you--pen and paper, tape recorder or computer are popular methods. Most assistants and secretaries find it is easier to take notes during the meeting and then prepare the official minute document afterward. Shorthand codes, initials and highlighting are often helpful in note-taking, and often you can create a form for yourself so you don't forget relevant information. This standard blank form might include the time the meeting was called to order, persons present, whether or not a quorum was present, absent members, the time the meeting was adjourned and how many votes were taken during the meeting. This page could serve as a cover sheet to your handwritten or typed notes and will help you remember to record all pertinent information while at the meeting. Attention should be paid to each discussion, and the notetaker should be able to identify from their notes the basic positions of each person in the discussion, what the issue was and how the issue was resolved.
Present your finished minutes only after at least two proofings. Make sure you've included relevant information, stated the main points of each discussion, and provided your signature and contact information in case of questions.