How to Write a Club Meeting Minutes in MS Word
A club meeting minutes is a recorded official document used to keep track of the significant discussions of a club meeting and its information can be used to make future decisions. It is also used to provide people information about what had unfolded during the session. Club supervisors or 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 made from a 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 create a note that contains information on the key topic and important points of discussion in the meeting. 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. This means that they're also going to serve the same importance in your meeting minutes. If you are having a hard time writing things down in a brief manner, you can never go wrong when writing just the action items and decisions made during the previous and present meetings.
4. Have a Clear Purpose When Writing
Although this may sound like a no-brainer, you'll need to know why you are creating this document in the first place. Whether you're making the meeting minutes for a school club during or one for company monthly meetings, it's important that you know just how useful the recorded information is going to be. 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