How to Take Minutes of the Meeting

Taking meeting minutes helps keep track of meeting events.

The proceedings of a meeting often involve a set agenda, hearing reports, motions, votes and decisions. Because a meeting involves important events and decisions, recording the minutes for future reference can help both attendees and absentees know about events that occurred during a meeting. Use a laptop, a voice recorder or just paper and pen to record meeting minutes. A meeting minute taker has the important task of recording relevant information from the meeting, transcribing it and preparing a copy of the minutes to provide to attendees and absentees.

Things You'll Need

• Previous meeting minutes
• Laptop computer
• Voice recorder
• Pad of paper and pen

Instructions

1. Read over the minutes from previous meetings to prepare yourself for possible votes, issues and motions that may occur. Check to see if attendees tabled any issues for the upcoming meeting so you can be prepared to record these issues at the current meeting. Read an agenda for the current meeting, if possible, to prepare to take minutes.

2. Place the date, the time and the venue or purpose of the meeting at the top of the minutes.

3. Create a seating plan of meeting attendees at the beginning of the meeting and identify each attendee on the seating plan. Verify attendees by the roll call of the meeting. Identify absentees at this time also.

4. Record the meeting events as they occur. Include an overview of the conversations -- verbatim recording of conversations is not necessary. Record items discussed in chronological order, noting attendees who participate in discussions.

5. Add motions along with their originators and votes to the minutes, including the outcome of voting and attendees' votes, if applicable.

6. Make notes at the bottom about tabled issues for future meetings and other events that require follow-up. Highlight any decisions that require action on the part of attendees or absentees between this meeting and the next meeting.

7. Transcribe the minutes into a formal report as soon as possible after the meeting. By transcribing quickly, the meeting will remain fresh in your memory, which will help you include all relevant information.

8. Proofread the final minutes for content, spelling and grammar and distribute it to attendees and absentees. File a copy of the minutes either electronically or in hard copy.

References

• Gaebler: Administrative Tips on Taking Meeting Notes