Writing Effective Meeting Minutes by Leandro Caputo

What is a meeting minute?


Many organizations and committees keep official records of their meetings; such records are known as minutes and are taken by someone designated before the meeting to do so. The person designated writes and distributes the minutes before the next meeting. At the beginning of each meeting, those attending vote to accept the minutes from the previous meeting as prepared or to revise or clarify specific items.

• Because minutes are often used to settle disputes, they must be accurate, complete, and clear.



• If you are assigned to write minutes, keep them brief and to the point.

To ensure the meeting is successful, the leader should:

• Issue an agenda


• Start the discussion and encourage active participation


• Work to keep the meeting at a comfortable pace – not moving too fast or too slow


• Summarize the discussion and the recommendations at the end of each logical section


• Ensure all participants receive minutes promptly

Writing Minutes of Meetings

1. The name of the group or committee holding the meeting



2. The topic of the meeting



3. The kind of meeting (a regular meeting or a special meeting caleed to discuss a specific subject or problem)



4. Names of attendees and their titles or organizations



5. The place, time, and date of the meeting



6. A statement that the chair and the secretary were present or the names of any substitutes



7. A statement that the minutes of the previous meeting were approved or revised



8. A list of any reports that were read and approved



9. All the main motions that were made, with statements as to whether they were carried, defeated, or tabled, and the names of those who made and seconded the motions.



10. A full description of resolutions that were adopted and a simple statement of any that were rejected



11. A record of all ballots with the number of votes cast for and against resolutions



12. The time the meeting was adjourned and the place, time , and date of the next meeting, if any.



13. The recording secretary's signature and typed name, and, if desired, the signature of the chairperson.
    

A sample Meeting of Minutes Form

Sources

http://www.meetingwizard.org/meetings/taking-minutes.cfm?re=6

http://www.mindtools.com/CommSkll/RunningMeetings.htm