How to Write Meeting Minutes
Minutes of Meeting describe specify what was discussed and decided in a
meeting, permanent record of the meeting for future reference. Include an overview of
the structure of the meeting. Minutes are very important because its the
conclusion of whole meeting.
How to Write Meeting Minutes Sample Format
ØGenerally, minutes begin with the organization name, place, date, list of people present,
absent and the time.
ØAll the agenda for the said meeting. ØAll official decisions must be included.
ØThe reports given and the person involve ØThe vote tally may also be included
Ø The date, time and place of the next meeting.
Ø Assignments and the person responsible.
Ø The minutes may end with a note of the time that the meeting was adjourned.
Importance Of Meeting Minutes?
ØConfirm any
decisions made ØRecord of any agreed actions to be taken ØRecord of who has been
allocated any tasks or responsibilities ØProvide details of the meeting to anyone unable to attend
ØServe as a record of the meeting’s procedure and outcome
What Tasks Are Involved In Taking Minutes
¥Make A Short Summary About The Meetings Agenda ¥Make A List Of
All The Details Beforehand ¥Recording The Body Of The Minutes
¥Concluding The Minutes ¥Distributing The Minutes
Among The Attendees
Forms Of Recording Minutes:
¥Video Recording ¥Audio Recording
¥Hand Recording The Body Of The Minutes:
¥Name of the organization ¥Date and time the meeting ¥Those present
and
those who could not attend ¥A list of the agenda items/topics ¥Summary of
discussion
for each agenda item ¥The actions people committed to ¥Summary of any decisions
made
Styles Of Minutes:
vMinutes of Narration – These include some of the discussions and important details. This
style of minutes is considered a legal document. vReport – This is a full record of all
discussions
that includes the names of all speakers,
movers and seconders of any motions, written in a narrative style. vMinutes of Resolution –
These
are limited to the recording of the actual words of all
resolutions that were passed. Movers and seconders are not recorded. Each resolution that is made
commences
RESOLVED THAT. This style of minutes is also considered a legal document. Essentials
Of
Taking
The Minutes:
¥Record simple short statements which capture decisions passed and actions agreed upon
under
each of the agenda headings ¥Keep it brief & to the point ¥Circulate
within a
week
¥Impersonal tone ¥Reported speech Instructions:
¥Typing meeting minutes on a laptop can make the process quicker and easier.
¥Make a
note of who is present. If necessary, pass around a sign-in sheet. ¥Use the meeting agenda
as
an
outline for the minutes. ¥Details do not belong in meeting minutes. Do write down any
motions
and
decisions made and
the key findings of any committee reports. ¥Use bullet points to make the minutes
easier
to
read. Each bullet statement should
represent a different finding, discussion, or decision. ¥Make a note of
issues
that were tabled until future meetings. ¥Transcribe or review minutes as
soon
as
possible after the meeting, while your memory
of what happened is still fresh. ¥Before you submit the meeting minutes,
proofread
for types.