How to Create Effective Meeting Minutes

Have you ever been part of a team or committee that held meetings that went nowhere? It can be frustrating to sit through a meeting that rehashes the same old business without moving forward or to have action items assigned that never get completed. When no one in the meeting can remember what was decided in previous meetings, discussions end up going around in circles. This type of meeting is a waste of everyone's time. To ensure that meetings are well run and effective, it's important to start with a planned agenda and produce effective meeting minutes. This article provides some suggestions on how to take meeting minutes.

Things You'll Need

• Paper and pen or laptop computer to create meeting minutes
• Copy machine or printer to create copies of meeting minutes

Instructions

1. Meeting minutes originate with notes that are taken by a designated meeting attendee. The notes are formally written up and each meeting attendee receives a copy. These formal minutes are a record of decisions made and action items assigned. Notes for meeting minutes can be taken by hand or typed into a laptop computer. The laptop has definite advantages since the minutes can more easily be created from the notes.

2. The designated person who creates the minutes of a meeting should not be the person who runs the meeting. In an organization, the role of secretary may be created for this job. Another alternative in a work situation is to have the minutes taking job rotate between team members.

3. Meeting minutes should include the date, time and location of the meeting. Attendees should be listed and absent attendees can be noted. Each major discussion topic should be listed, along with important comments, decisions and action items. The notes don't need to be a word-for-word description, just an overview of the most important points from the discussion. For each action item, list whom it was assigned to and when it is expected to be reported on or completed.

4. To ensure the accuracy of meeting minutes, it's a good idea to complete the formal write up as soon as possible after the meeting. The completed minutes can be emailed to attendees for corrections, additions and feedback. Quickly distributing the minutes will remind everyone about assigned action items.

5. Always keep the tone of meeting minutes impartial, respectful and professional. Don't leave room for misinterpretation by people who weren't at the meeting.

Tips & Warnings

• At the end of the minutes, list the date, time and location of the next meeting. The meeting agenda is a great starting point for the meeting minutes format. For each agenda topic, fill in information about decisions and action items. The meeting minutes can be used as the foundation for the next meeting's agenda. In the meeting minutes, use bold face type to highlight important items and bullets to organize discussion items.

References

• RulesOnline.com: home

Resources

• Read this Article in Spanish