HOW TO WRITE MEETING MINUTES

(An Audiovisual Lecture On How To Write Meeting Minutes: https://youtu.be/JEQxVS6gMYA)

1. WHAT ARE MEETING MINUTES?

Meeting minutes (also called minutes of meeting) can be described as the official written record of what is said and decided at a meeting. Minutes of a meeting, such as the meeting of a company’s board of directors are very important, as they serve as an official and legal record of the organization. The minutes of a board meeting contains very important board decisions that are binding on the company: the minutes usually contain a record of motions, votes, and abstentions. The responsibility to take minutes of meetings of a company or its board is typically that of the secretary. The secretary’s duties include keeping all the minutes and records of the company and distributing all required notices.

2. PRE-PLANNING MEETING MINUTES

I. Get the agenda: the secretary or minutes-taker could work with the Chair (or President) to create a document format that works as an agenda and minutes outline as well.

II. Review past meeting minutes to use as a template.

III. Get the names of all attendees, including guest speakers or speakers (if any).

IV. Confirm the organization or association’s acceptable or approved format for minutes.

3. TAKING A RECORD OF THE MEETING

I. You can type notes or write them down on paper: having an outline (or template) based on the agenda makes it easy for you to simply jot down notes, decisions, etc.

II. Know the information to record and how to present it:

• Date and time of the meeting.
• Names of participants and absentees.
• Corrections and amendments to previous meeting minutes.
• Additions to the current agenda (if any). •Whether a quorum is present.
• Motions taken or rejected.
• Voting: the motion moved, seconded, and the outcome of the vote.
• Actions taken or agreed to be taken.
• New business.
• Next meeting date and time.
• Time of adjournment.

4. WRITING THE OFFICIAL RECORD OF THE MEETING MINUTES

I. Review the agenda or template and the notes and decisions you jotted down under each item.

II. As you review the notes, make sure you rewrite properly all actions, motions, votes and decisions for clarity.

III. Edit the record so that the minutes are clear and easy to read.

IV. Present the minutes clearly in  the  appropriate comprehensive template.

For a more detailed explanation of how to write meeting minutes, watch the following video: https://youtu.be/JEQxVS6gMYA

EBOOKS FOR YOUR FURTHER STUDIES:

1. Good Success in English: A Study Package or Good Success in English: A Study Package for Effective English Learning
2. Good Success English Handbook

About the Author

Benjamin Abugu