What are Monthly Meeting Minutes?
The meeting minutes can be weekly, monthly, or annually, however, its purpose is similar. The minutes of the meeting serve as a permanent record of what has been decided, what actions should be taken, who should take them, and when should it be done during a monthly meeting. Whether it be a board meeting minutes or staff meeting minutes, regular monthly meetings are an important tool for making essential organizational decisions. Everyone needs to understand and do their part in the meeting and what better way to review what was talked about than meeting minutes.
How to Write a Monthly Meeting Minutes
Some organizations would have a different format, style, or content requirements for a meeting minute. However, here are general guidelines that can help you with what important details should be included to have efficient monthly meeting minutes.
1. Specify the Agenda of the Meeting
Writing down the agenda of the meeting can help you or the reader to refresh your idea of what was tackled during the monthly meeting. It will remind you of what issues were met and the details of the content information. It is important to write down the meeting agenda of the corporate meeting minutes since it can be used as a guide or outline for taking notes during the whole meeting.
2. List of the Meeting Attendees
You can either list the names of the meeting attendees or tick them off the list of the members on your notes. Be sure to write down all the members, with their titles and complete name, who attended the meeting. Some people would be overly sensitive if they were left off the list. You can also jot down the apologies received prior to the meeting and the invited individuals during the meeting and indicate what agenda they attended for.
3. Record All Points of Order and Ruling
Record meeting motions word for word but do not record conversations word for word. You can use keywords if necessary when jotting down some important conversations. You need to record in your staff meeting minutes even an objection to a motion or arrangement since such objections could influence decisions that might become official afterward. Make sure to record the full objection, its basis, and the ruling given by the chairperson.
4. Listen to Reports and Obtain Copy of the Document
During a meeting, reports or similar items might be read aloud. Always list the name of the person and item he/she read. Motions can also be attached together with the reports, write it down like how you would write motions. Obtain a copy of the sample reports or documents afterward because you will need to attach the copy with the transcribed minutes.
5. Transcribe Meeting Minutes
Transcribe the sample meeting minutes on your laptop immediately since what transpired during the meeting could still be fresh on your mind. Format notes into sentences and paragraphs. Always check your spelling and grammar since the minutes of the meeting is formal and should be coherent for readers. Do not use vague and flowery words or description always use simple and specific terminologies when transcribing.
6. Make Use of Templates
You can also make use of monthly meeting minutes templates to have an organized and neat monthly meeting minute. Monthly meeting minutes can guide you and organize your thoughts as you transcribe what transpired during the meeting. Lastly, proofread your work and get your meeting minutes approved.