How to Take Minutes at a Business Meeting

By eHow Careers & Work Editor

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Business meetings may be conducted formally or informally, depending on the company and the circumstances. Taking good minutes during a business meeting can be a crucial time and headache saver and it's a skill that is greatly appreciated by employers. The following guidelines are based on Robert's Rules of Order.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

Taking Minutes

Step1
Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy.
Step2
Sit beside the chairperson for convenient clarification or help as the meeting proceeds.
Step3
Write "Minutes of the meeting of (exact association name)."
Step4
Record the date, time and place of the meeting.
Step5
Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.
Step6
Note who arrives late or leaves early so that these people can be briefed on what they missed.
Step7
Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.
Step8
Record the motions made and the names of people who originate them.
Step9
Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion.
Step10
Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

Transcribing Minutes

Step1
Transcribe minutes soon after the meeting, when your memory of the event is still fresh.
Step2
Follow the format used in previous minutes.
Step3
Preface resolutions with "RESOLVED, THAT..."
Step4
Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix.
Step5
Write "Submitted by" and then sign your name and the date.
Step6
Place minutes chronologically in a record book.

Tips & Warnings

  • You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation.
  • Consult only the chairperson or executive officer, not the attendees, if you have questions.
  • The person taking minutes does not participate in the meeting.
  • Write in a concise, accurate manner, taking care not to include any sort of subjective opinion.
  • No matter what type of minutes you take, focus on capturing and communicating all important actions that took place.

Comments

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daddy610 said

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on 5/6/2008 pretty swazzee hommie kinda tuff!!!!!!

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on 4/28/2008 Great post. I agree that action items need to be clearly marked. There are plenty of meeting softwares that help you do this automatically.

Here is a link of a software we use. http://www.meetingsense.com

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on 3/27/2008 You can get free annual corporate minutes from myannualminutes.com. they are great.

Haymes said

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on 1/17/2008 One point i learned when i did a course was that attendees names need not be included in the minutes unless there is a specific reason.

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on 12/10/2007 This is an excellent article which is not standardized in the industry. People may take the initiative to follow the same format will lessr changes across all Formal meetings

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eHow Article:  How to Take Minutes at a Business Meeting

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