How to Prepare Meeting Minutes

Project Manager’s conduct meetings and have to make sure there are accurate records of what was discussed. Meeting Minutes are typically the document used to accomplish this.

Instructions

Difficulty: Easy

Things You’ll Need:

• Pen and paper

1. Distribute a sign in sheet so you have a record of who attended. The sign in sheet should ask the people to print their names so you have the correct spelling and it’s a good idea to include contact information in case there are questions about what may have been said during the meeting.
2. Prepare an agenda prior to meeting and use that document to take your notes.
3. If, in the course of the meeting there are action or follow up items, place an X next to those items on the paper.
4. You don’t need to write down every comment or remark. Note only the key points that are being made and who said them.
5. At the close of meeting summarize, to the group, the key points you have in your notes and ask if they agree.
6. After this is done summarize all the action or follow up items indicated with the X. Those items should be at the bottom of the Meeting Minutes.
7. Send out a draft of minutes to all who attended to see if they agree.
8. After the draft comments have been incorporated send out the final version of the Meeting Minutes.

Tips & Warnings

• If you have difficulties taking notes while managing the meeting you may ask another team member to take notes on your behalf.