Meeting minutes are the official written documentation of the discussions, decisions, and outcomes that occur during a meeting. Their purpose is to create a historical record, ensuring that both attendees and those unable to be present have a clear understanding of what transpired. This formal account provides transparency and serves as a reference point for future actions and discussions, holding participants accountable for their assigned responsibilities.
What to Do Before the Meeting
Thorough preparation before a meeting is a key step in producing effective minutes. The designated note-taker should secure a copy of the meeting agenda in advance to understand the topics and provide a structure for the notes. Using the agenda, one can create an outline or template ahead of time, which streamlines the note-taking process.
This template can be pre-populated with static information such as the meeting’s name, date, and location. A list of expected attendees can also be included to check off names as people arrive. It is also wise to gather any supporting documents that will be referenced, particularly the minutes from the previous meeting, as they will often be reviewed for approval.
What to Record During the Meeting
During the meeting, focus on capturing the substance of the proceedings, not creating a word-for-word transcript. The goal is to record the key outcomes and commitments that arise from discussions. Listen for distinct decisions and summarize the main points that lead to those conclusions, avoiding detailed back-and-forth conversations.
Be sure to accurately document all formal motions, significant decisions, and action items as they are assigned. If a discussion becomes sidetracked from the main agenda, focus on the ultimate outcome of that tangent. If any point is unclear, do not hesitate to ask for clarification to ensure the record is accurate and complete.
How to Write and Format the Minutes
The process of converting raw notes into a formal document should be undertaken as soon as possible after the meeting concludes, while the details remain fresh. The final minutes must be written in a clear, objective, and professional tone, avoiding personal opinions or interpretations. The structure of the document should be logical and easy for any reader to follow.
Date and time
The document must begin with the official date and time the meeting took place. This entry, often paired with the meeting’s location, serves as the primary identifier. It anchors the record to a specific point in time for organizational and archival purposes.
List of attendees and absentees
An accurate list of all individuals present at the meeting is a required component. This section should also note any individuals who were expected but were absent. Recording attendance provides a clear record of who participated in the decisions and discussions for accountability.
Acceptance or amendments to previous minutes
Formal meetings often begin with a review of the minutes from the preceding session. This section should document the group’s decision on those previous minutes. Note whether they were accepted as written or if any amendments were proposed and approved, ensuring the continuity of the organization’s official records.
Summary of discussions for each agenda item
For each item on the agenda, the minutes should provide a concise summary of the discussion. This is not a detailed transcript but an overview of the significant points, arguments, and information shared. The goal is to give a reader a clear understanding of how the group arrived at its decisions without overwhelming them.
Decisions made and motions passed
This is one of the most significant parts of the minutes. Every formal decision must be clearly stated. If a decision was reached through a formal motion, the minutes must record the exact wording of the motion, who proposed it, and the outcome of the vote. This creates an unambiguous record.
Action items with assigned individuals and deadlines
To ensure productivity and follow-through, the minutes must contain a distinct section detailing all action items. Each item should be clearly described, with the name of the person responsible for its completion and the specific deadline. This transforms discussion into actionable tasks and is a tool for tracking progress.
Date and time of the next meeting
Concluding the minutes with the date and time of the next scheduled meeting provides clarity and ensures all participants are aware of future commitments. This information helps maintain momentum and keeps the organizational workflow moving.
Reviewing and Distributing the Minutes
Once the initial draft of the minutes is written, it must be carefully proofread for any errors in spelling, grammar, or content. It is a common practice to send this draft to the meeting chair or another designated individual for a preliminary review. This step provides a second set of eyes to catch any omissions or misinterpretations.
After receiving feedback and making revisions, the minutes are ready for official distribution. They should be sent to all meeting attendees, including those who were absent, and any other relevant stakeholders. The final step occurs at the next meeting, where they are formally presented for approval and adoption into the organization’s records.