How to Write the Minutes of the Meeting
Surveys provided by The Muse has shown that unproductive meetings waste more than 37 billion dollars every year. One of the reasons why meetings are unproductive and why companies lose money is because nobody takes note of what topic was discussed or what issues were resolved. To ensure that you're always able to keep a record of whatever meeting you're in, you can follow these tips to help you make a proper meeting minutes document.
1. Before the Meeting
A good minute-taker does not wait for the meeting to begin to start preparing the document. Prepare for the meeting by being familiar with the agenda and keeping track of what you already know about them. This way, you can save time and focus on important topics as the meeting is in progress.
2. During the Meeting
Build your notes as the meeting progresses. Organize your way of note-taking by differentiating actions from comments, adding necessary motions and voting if applicable, and taking note of the different actions of each person with proposed deadlines. Meeting minutes contribute to the success of the company, but they have to be written and distributed to the necessary parties within a reasonable time.
3. After the Meeting
You will want to write the formal records as early as possible, and while the details discussed are still fresh in your mind. So you have to prepare to write your minutes as soon as possible. Type out your notes in a logical order. It has to be sent out to your colleagues and managers in an organized manner to allow them to assess the actions they need to take at a glance.
4. Additional Tip
Keep the information basic and the language simple when writing your minutes. Minutes are official and legal records of company meetings. In a legal situation, the information found in the meeting minutes must be 100% accurate as it can be used as evidence of facts. Writing the minutes of the meeting in simple language will keep your company from any legal complications in the future.
What are the minutes of a meeting?
Minutes of a meeting are a written record of a meeting or a hearing that describes the events of the meeting. It may include a list of attendees, a statement of the issues tackled or motions made, and responses and decisions for company-related issues.
Who writes the minutes of a meeting?
Minutes may be created by a court reporter or an appointed secretary, who write in shorthand notation during the course of the meeting, and later prepare the minutes to be distributed to participants at a later time. However, meetings may also be audio or video recorded if the company or organizations prefers so.
What is the purpose of the minutes?
Minutes contain a record of what was done at the meeting. Organizations can have their own rules for the content they want to be in the document. For most organizations, minutes should be kept on file for legal purposes, as it can serve as correct and legal evidence of facts.
What information is contained in the minutes?
Some information included when taking the minutes of the meeting are the names of participants, agenda items, calendar or due dates, tasks and other actions, decisions made by the participants, and main points of the meeting.