What Are Business Meeting Minutes?
Business meeting minutes are notes written by an appointed person during a business team meeting. These notes include the names of the people present and important details discussed during the meeting.
How to Write Business Meeting Minutes
According to Learning Solutions, adults tend to forget 70% of new information after 24 hours. If not for meeting minutes, imagine how much information is forgotten after a meeting. For tips and guidelines in writing these notes, refer to the list below.
1. Prepare All the Tools Necessary
Taking down meeting minutes is a serious responsibility. The secretary or appointed minutes writer should be attentive and ready at all times. Speaking of ready, he or she should also prepare all the necessary tools for writing the minutes.
2. Check the Attendance of those Present
Aside from writing down details from the topics discussed, meeting minutes should also include a list of attendees. Write the names of those present and on a separate row, the absent employees. Lastly, write your name as the notes taker.
3. Keep Your Meeting Minutes Concise
If you’re the person tasked with writing the minutes, don’t write everything exactly as stated. Create an outline and focus on important matters. This will not only save you the stress of keeping up with the discussion, but it will also make it easier to read through your notes.
4. Arrange Your Meeting Minutes into Sections
One way to keep all your meeting notes organized is by creating sections on the document. Create sections for the agenda, suggestions brought up, approvals made, and unresolved matters. Arranging your notes into sections will help you become a more efficient notes taker.
5. Use a Voice Recorder if Needed
If you’re skeptical about not being able to catch up to the discussion, it’s absolutely fine to use a voice recorder. Include this in your checklist of tools to prepare. You can use either a mobile phone or a tape recorder. This way, you won’t have to worry about missing out on important details.
What is the purpose of meeting minutes?
Meeting minutes keep a record of the discussions and topics taken up during the meeting. This way, attendees are kept informed of their upcoming events and activities. And in the next meeting, they can refer to the minutes to measure their progress and success.
What are the advantages of writing meeting minutes?
- It serves as proof that a meeting did take place.
- It keeps absentees up to date with the plans and details discussed.
- It reminds the team of what was discussed and decided.
What are the different sections of the meeting minutes?
- Attendance list.
- Topics discussed.
- Action items.
- Approvals made.
- Schedule of the next meeting.
Why is it referred to as minutes of a meeting?
The term minutes has nothing to do with time. It is referred to as such because it is derived from the Latin phrase “minuta scriptura” or “small writing.”
What are the dos and donts of writing meeting minutes?
- Do specify who’s present and who’s absent.
- Don’t write everything verbatim.
- Do refer to the agenda of the meeting.
- Don’t be inconsistent with your use of tenses.