How to Write a Meeting Minutes in Word
As signified by Houston Chronicle in their web article, “The Importance of Recording a Meeting,” making use of meeting minutes can enforce the sense of accountability, quick point of reference purposes, transparent communication, and concrete agreed action plans for the team or organization. With this vital duty, someone will be assigned to the job, most especially are the secretaries of an organization. This is to make only have her or his focus on recording each of the pertaining motions. If you happened to be assigned as such, confidently take the role by getting yourself prepared with our comprehensive guidelines below!
1. Review & Get Oriented
Before the meeting takes place, ensure yourself as the “minuter of the meeting” to be comprehensively oriented of the standard prior requirements of the meeting. There’s a lot of factors to consider. Generally, it would be best if you coincide collaboratively with the presider or the chair of the upcoming meeting. Clarify with him or here what will be the meeting about or “agenda,” and what could be the expected documentation he or she would like to receive. With this particular agenda by your awareness, you can prepare yourself well by creating an outline of the meeting. This helps you promote efficiency to yourself as the minuter while saving much of your time and to the whole meeting committee.
2. Identify the Attendance
It is highly essential to record the participants of the meeting as well as to those who were not able to attend. This is to establish clearly who has missed out on the significant meeting matters and have them follow-upped through your meeting minutes. You can easily accomplish this by having a separate sheet of paper. Entail their complete name, their job title, and signature. For a better data organization, you may make use of tables on your sheet. Recording of the time of arrival to those who have participated is also encouraged.
3. Record The Formal Actions Taken
The core of your duty is to transcribe all the actions taken within the meeting, wording it out cleanly in a document. Thus, Carefully identify which only are the formal ones. Sometimes, there could be one or more subjective notions in the meeting which are unnecessary and unprofessional to include in. These kinds of motions, like opinions and assumptions, are informal motions even if raised within the meeting. Declare in your meeting minutes the raised actions taken per agenda of the meeting, specify the names of those who raised, accountable, or approved of a particular action, and the uprising new meeting matter. You should write down also the new date and venue for your next meeting. Nevertheless, making minutes of the meeting can also be a strenuous effort. Do not hesitate to clarify things out.
4. Attach Necessary Documents
Supplement your meeting minutes with the pertaining documents of the meeting. This could be demographical charts, images, tables, media formats, and others. This is to strengthen the validity and accuracy of your meeting minutes. These attachments also help you ensure your meeting minutes’ absolute comprehensiveness.