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Step 1
Bring a laptop to the meeting with you if possible. Assuming you type faster than you write, having a laptop with you will help you take notes more efficiently. You'll also have part of the work already done when it comes time to type up a final draft of the minutes to distribute.
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Step 2
Read over the agenda for the meeting ahead of time so you know what to expect and listen for. You may want to prepare a sheet with blank space under each topic on the agenda to make note-taking easier. Doing so will keep your notes organized and on task.
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Step 3
Start by recording the basic information such as the date, time, location, and the next meeting date. Write down the names of the people at the meeting. Alternatively, pass around an attendance sheet.
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Step 4
Focus on recording the main points of the committee's discussion rather than scrambling to write down every little detail. Don't worry about neatness or writing out full sentences while you're taking minutes--since it's just a preliminary version, you can go back later and make it coherent. As long as you can understand what you wrote when you look back, don't stress about making the first version appear formal. You want to be able to listen to what's being said in addition to taking note of the main ideas.
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Step 5
Type up a final draft of the minutes as soon as you can after the meeting ends. That way, it will be fresh in your mind, and you won't have to struggle to remember anything. The format of the final draft depends on the formality of the meeting, but you should generally write it in a narrative and objective style. List the background information (date, time, and attendees) at the top of the page. Use subheadings to organize the topics of discussion. Conclude with the date and location of the next meeting--and possibly a preliminary agenda.
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Step 6
Distribute the minutes to all the group members by email or in person. You may want to have them initial their names on a list so you have a record that everyone received a copy.
