How to Compile the Minutes of a Meeting

Keep meeting minutes organized in a binder for easy access.

Business meetings are conducted to relay important information, present ideas, vote on issues and review items from previous meetings. State laws dictate that corporations and non-profit organizations meet on a regular basis and have written documentation as proof of these meetings. Notes are taken by a designated attendee and meeting minutes are published soon after the meeting to summarize the items discussed. Follow several steps to compile meeting minutes.

Instructions

1. Circulate a sign-in sheet at the meeting to compile a list of attendees. Include a list of people in attendance as well as any noteworthy people who were not in attendance. Include the professional titles of the attendees and the department they work for if more than one division is in attendance. Write down the date and type of the meeting, as well as the location and time it took place.

2. Include information for each item listed on the agenda in the minutes. Using an outline style, number the main topics from the meeting. Include the name of the individual who presented the information in parentheses next to each topic. Under each item, indent and use bullet points to summarize information presented about each topic. Include any decisions that were made, action steps to be taken, who is responsible for each step and the time-frame for completion. Ask for clarification during the meeting for items that are unclear.

3. Document any written materials that were distributed at the meeting and provide information about the location of the materials for people who were unable to attend the meeting. Include the date, time and location for the next meeting, as well as a list of topics to be addressed.

4. Type a formal document for the meeting minutes. Include objective information only and avoid personal opinions and comments. Double check the facts for any information that is unclear before it is published. Give a draft of the minutes to the meeting leader to review before distribution.

References

• Syntax Training; Meeting Notes Made Easy; Lynn Gaertner-Johnston
• San Francisco Bay Area Nia Teachers: How to Run a Business Meeting
• The Adanas Law Firm: Why Corporate Minutes Are Important