MINUTES OF MEETING :silhouettes: :silhouettes: - Coggle Diagram
MINUTES OF MEETING
HOW DETAILED SHOULD BE?
Meeting minutes are the written or recorded documentation that is used to inform attendees and non attendees about what was discussed or what happened during a meeting. Meeting minutes or notes are generally taken by a designated meeting minutes recorder during the proceedings so that an accurate record exists of what transpired during the meeting.
The primary purpose of minutes is to create an official record of the actions taken at a meeting.
HOW TO WRITE?
Develop an Agenda
The agenda will serve as your outline for the meeting minutes. Keep the minutes’ headings consistent with the agenda topics for continuity.
Follow a Template from Former Minutes Taken
A template from a former meeting will also help determine whether or not the group records if a quorum was met, and other items specific to the organization’s meeting minutes.
3) Record Attendance
Meeting attendees will need to check off their names and make edits to any changes in their information.
4) Naming Convention
For example, “President of the XYZ Board, Roger McGowan, called the meeting to order.”
5) What, and What Not, to Include
Summarize only the relevant points of the discussion along with any decisions made.
6) Proofread with Care Stay
Consistent in headings, punctuation, and formatting. The minutes should be polished and professional.
7) Distribute Broadly
Once approved, email minutes to the full board.
NOT TO INCLUDE? :red_cross:
• Don’t report details of discussions, especially who said what.
• If there are lots of opinions coming forth, don’t try to summarize all of them
• Judgmental comments or make personal observations about anyone in the meeting.
• Don’t type in jokes, humorous off-topic discussions, personal comments
WHAT TO INCLUDE? :check:
• Date and time of the meeting
• Names of the meeting participants and those unable to attend
• Acceptance or corrections/amendments to previous meeting minutes
• Decisions made about each agenda item like actions taken or agreed to be taken, motions taken or rejected and next meeting date and time
• Agenda items covered
• Decisions made by participants