How to Write a Club Meeting Minutes in MS Word
Club meeting minutes is a recorded official document used to keep track of the significant discussions of a club meeting and to use it for any future decisions. It is also used to provide people information about what had unfolded during the session. Club secretaries are usually assigned to write down the minutes of the meeting.
If you have little to no experience in writing meeting minutes, worry not because such a task is not arduous at all. Below are some guidelines that can help you get started!
1. Have a Well-Defined Outline
When it comes to writing minute meetings, outlines are lifesavers. Outlines, especially the ones that are made out of the meeting agenda, makes writing a breeze. Instead of mindlessly jotting down notes, actions, decisions, and other discussion items, an outline allows you to determine what you should and should not write down. It is in this way that you can write meeting minutes efficiently.
2. Avoid Taking Notes in Verbatim
Even though you think that every single word uttered in the room during club meetings is important, it's not. Writing in verbatim will only make it difficult for you to catch up with the discussions. Just write as briefly as possible. If the presider or any club member will use highfalutin words, write down its simpler form.
3. Jot Down Decisions and Action Items
Decisions and action items are the main meat of any club meeting, and the same thing should also be in your meeting minutes. If you are having a hard time writing things down briefly, you can never go wrong on writing just the action items and decisions made during the previous and present meetings.
4. Have a Clear Purpose When Writing
As cliche as it may sound, but you must know why you are writing down minutes in the first place. Your purpose should not only lie on the fact that it's your responsibility in your school club during your monthly meetings. It should boil down to your desire of wanting your club to make progress, reach milestones, and eventually achieve success in all of its endeavors.
What Tense of the Verb Should Be Used in Meeting Minutes?
Write down meeting minutes in the past tense of the verb, even if you are writing it in the present time.
What Should Not be Included in Meeting Minutes?
Anything personal is discouraged when writing meeting minutes. All statements should be written as it is, without any influences of the minute taker's opinions, comments, and observations.
What Are the Basic Details of a Meeting Minutes?
- Start and end time, date, and location of the meeting
- Statement of notice of the meeting or the meeting being waived
- Names of the attendees and quorum details
- Official actions decided upon by attendees
What Is the Difference between Meeting Minutes and Meeting Notes?
Meeting notes are used for personal purposes, while meeting minutes are utilized for official record-keeping.
How to Write Meeting Minutes Quickly?
- Make use of the agenda as a guide to know the main points of the meeting
- Use the agenda as the outline of your meeting minutes
- Avoid recording everything the presider and the attendees say
- Download a template the gives you a ready-made format to follow