minutes of meeting

Topics: Board of directors, Minutes, Agenda Pages: 8 (2264 words) Published: September 22, 2013
These days, many of us find ourselves in the position of taking minutes of meetings without a clue of how to go about it. The following is a guide for making this task easier: Make sure that all of the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the chair or facilitator, main topics and the time of adjournment. For formal and corporate meetings include approval of previous minutes, and all resolutions. Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause. Prepare a list of expected attendees and check off the names as people enter the room. Or, you can pass around an attendance sheet for everyone to sign as the meeting starts. To be sure about who said what, make a map of the seating arrangement, and make sure to ask for introductions of unfamiliar people. Don't make the mistake of recording every single comment, but concentrate on getting the gist of the discussion and taking enough notes to summarize it later. Remember that minutes are the official record of what happened, not what was said, at a meeting. Use whatever device is comfortable for you, a notepad, a laptop computer, a tape recorder, a steno pad, shorthand. Many people routinely record important meetings as a backup to their notes. Be prepared! Study the issues to be discussed and ask a lot of questions ahead of time. If you have to fumble for understanding while you are making your notes, they won't make any sense to you later. Don't wait too long to type up the minutes, and be sure to have them approved by the chair or facilitator before distributing them to the attendees. Don't be intimidated, you may be called upon many times to take minutes of meetings, and the ability to produce concise, coherent minutes is widely admired and valued. Example of Minutes Form

Name of Organization:
Purpose of Meeting:

Table of Contents
Why meeting minutes are important
What's involved with meeting minutes?
1. Pre-Planning
2. Record taking - at the meeting
3. Minutes writing or transcribing
4. Distributing or sharing of meeting minutes
5. Filing or storage of minutes for future reference

Why meeting minutes are important
You shouldn’t be intimidated by the term “minutes” since it’s actually a little misleading. After all, your committee or Board doesn’t want or need a record of its meeting proceedings minute by minute!  But it is important to capture the essence of the meeting, including details such as:  decisions made (motions made, votes, etc.) 

next steps planned
identification and tracking of action items
Minutes are a tangible record of the meeting for its participants and a source of information for members who were unable to attend. In some cases, meeting minutes can act as a reference point, for example: when a meeting’s outcomes impact other collaborative activities or projects within the organization minutes can serve to notify (or remind) individuals of tasks assigned to them and/or timelines What’s involved with meeting minutes?

There are essentially five steps involved with meeting minutes: 1. Pre-Planning
2. Record taking - at the meeting
3. Minutes writing or transcribing
4. Distributing or sharing of meeting minutes
5. Filing or storage of minutes for future reference
1. Pre-planning:
A well-planned meeting helps ensure effective meeting minutes.  If the Chair and the Secretary or minutes-taker work together to ensure the agenda and meeting are well thought out, it makes minute taking much easier. For example, depending on the meeting structure and the tools you use (see Tools below), the...
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