How to Write a Sample Meeting Minutes in Adobe PDF
Meetings are a great form of communication held in businesses, schools, and even in nonprofit organizations. It is a formal gathering, so anything that is discussed in a meeting is important. The standard way to keep a record of these important details is through writing the minutes of the meeting. Make it now with the steps below.
1. Prepare an Outline
It is always best to prepare things that you know you need for an upcoming appointment, just like this meeting. The meeting organizer or committee has surely sent a notification about the meeting schedule, venue, and agenda. If you were assigned as the meeting minute taker, coordinate with the meeting presider and prepare the outline of the meeting agenda, so all you have to do during the meeting is to fill it out.
2. Make Room for Additional Notes
A lot of ideas are shared, and as a result, additional discussions are brought up during the meeting. To cater all these in the meeting minutes, include a blank additional notes portion.
3. Ask Questions
Try as much as possible to follow the discussion and jot down the highlight points. Being very detailed in writing the meeting minutes may not be applicable sometimes. In case you cannot catch up with the discussion, don’t hesitate to ask questions to the meeting presider or to the person who shared his or her thoughts, but as much as possible, do not do it all the time.
4. Do Not Procrastinate
When things get disorganized, some people tend to be discouraged and procrastinate. But as the appointed minute taker, listen to the complete details of things and write them down right after you hear them so you won’t forget to make notes about it later.
What are meeting minutes?
Meeting minutes are the recorded or written documentation of a meeting. It contains the notes of what was discussed and the decisions made during the meeting. It is reiterated to both the attendees and non-attendees of the meeting. It is written by an assigned minute taker who is usually either a secretary or anyone from the meeting attendees.
What are the purposes of meeting minutes?
The primary purpose of meeting minutes is to make an official record of everything about the meeting agenda. Its affiliated purposes are to aid in planning, record evidence, track progress, and resolve arguments.
What is usually written in the minutes of the meeting?
The minutes of the meeting usually include:
1. the attendance roster of the meeting participants
2. the meeting agenda
3. the things tackled about the agenda
4. the plans and decisions agreed on the meeting
5. the concurred deadlines of the tasks
Why is writing the meeting minutes important?
Meeting minutes are important because it provides structure and legal protection, drives action and serves as an accountability tool.
When to disseminate the minutes of the meeting?
The summary of the meeting minutes is ideally disseminated before the meeting is adjourned. This is to remind the meeting participants of their commitments and assignments and their deadlines. If it is sent electronically, the minute taker should send the minutes within twenty-four (24) hours following the meeting; it is preferable to send it on the same day the meeting was held.