How to Successfully Record Meeting Minutes

Taking minutes provides a summary of a business meeting.

Whether you are taking minutes for a corporate meeting or a public gathering, such as a school board, accurate minutes are important both for the recollection of those in attendance as well as for individuals that missed the meeting. Although the exact format of minutes desired can vary from company to company, or board to board, there are basic principles of recording minutes which you can use to make your job easier to complete, and your output easier to follow.

Things You'll Need

• Word processing program

Instructions

1. Consult with your company's style guide to determine if there are any specific styles which must be followed while taking minutes. It is easier to know the formatting beforehand and make your minutes accordingly than to edit your minutes after a meeting to fit the guide.

2. Prepare an outline of the meeting in advance with all of the key topics that will be discussed at the meeting already written in. This will save time during the meeting to reduce your work load and make it easier to keep up with what is being said.

3. Write out a list of important members of the group meeting, such as presidents or officers, and mark the names off as the members enter the meeting. This will allow you to more easily prepare the list of attendees.

4. Note the organization, the time and date of the meeting as well is significant attendees, such as board chairs, and any board members or similar VIPs in attendance, at the beginning of the minutes.

5. Record all important pieces of discussion in a fashion which provides information on the issue being discussed, as well as who was arguing each side and the significant points. You do not need to record every word -- minutes are not a transcript -- but be sure to include major talking points.

6. Note all votes which occur, including who proposes the vote, who seconds the vote and how each voting member voted on the proposal.

7. Edit the notes for accuracy then make the minutes available for distribution as promptly as possible at the conclusion of the meeting.

References

• Meeting Wizard; Meeting Minutes Format