You have just been elected or appointed secretary of the committee of which you are a member. Safe! Do you know how to create, prepare and present minutes? Whether following the legislature's "Robert's Rules of Order" or taking minutes in a less formal setting, here are important methods to follow.
Step
Part 1 of 4: Initial Preparation
Step 1. Understand your organization's meeting policies
If the secretary is expected to take formal minutes, ask if the group follows Robert's Rules of Orders or other guidelines. In a more informal setting, ask what needs to be included in the minutes or how they will be used.
- As a note taker, you don't need to be familiar with the entire Rules of Order page. However, obtaining a copy of the book (or borrowing from the chairperson) can be useful for answering specific questions.
- Understand your role well. Some secretaries who took the minutes did not participate in the meeting, while others took the minutes and also contributed to the discussion. In both cases, the secretary should not be someone who has another primary role, such as meeting leader or facilitator.
Step 2. Prepare the template beforehand
Each meeting minutes will contain much of the same information. Templates create a consistent format for easy reference. Include spaces for the following information.
- Organization name.
- Meeting type. Is this a weekly or annual meeting, a smaller committee meeting, or a meeting held for a special purpose?
- Date, time and place. Make room for the start and end of the meeting (opening and disbanding).
- Name of the chairperson or chairperson of the meeting & the name of the secretary (or their successor).
- List of "participants" and "apologies for absence". This is a fancy term for attendance lists. Note whether a quorum is reached (sufficient number of people for the ballot).
- Make room for your signature. As a note taker, you should always sign your notes. Additional signatures may be required when the minutes are approved, according to your organization's policies.
- An agenda book, if available. If the chair or meeting facilitator does not ask you to draft an agenda, it should be available upon request. Having an agenda for reference will help you organize meeting minutes.
Step 3. Take your notebook or laptop with you
Make sure that whatever you bring is comfortable for you. If you're going to be taking notes frequently, keep a notebook for this purpose, or create a folder on your computer.
- If you take minutes for a previous meeting that haven't been approved, take them with you.
- While an audio recorder can help you transcribe the minutes later, they are not a substitute for minutes. If you're recording a meeting, make sure everyone present agrees and don't give in to the temptation to make a word-for-word transcript.
- Learning shorthand will speed up taking notes, but you don't have to write down every word to take notes. In fact, you should avoid it.
- If you are asked to take minutes publicly at a meeting, use an OHP or presentation board. Make sure you can take notes afterwards at home without fading the ink so you can use shorthand typing to type your notes.
Part 2 of 4: Making Meeting Minutes
Step 1. Share the attendance list
As soon as everyone is present, hand out a piece of paper (more for larger meetings) with enough space for people to write down their names and contact information. You can use this paper after the meeting to fill out the attendee list section of your template, or paste this list onto your finished minutes.
If you are not familiar with the large number of people present, sketch out a seating chart and fill it out when you ask everyone to introduce themselves. Have this chart sheet ready as you write your minutes so you can name people by name whenever possible (as discussed below)
Step 2. Fill in as much as possible in the available templates
While waiting for the meeting to start, note the name of the organization, the date and place of the meeting, and the type of meeting (weekly board meeting, special committee meeting, etc.). When the meeting starts, note the start time.
- If you don't have a template, note this information at the top of your note.
- If the meeting is being held for a special purpose or event, save the notifications sent to let members know. You'll need to paste it into the note after it's copied.
Step 3. Record the results of the first motion
Most formal meetings will start with a motion to adopt an agenda, so this step will be used as an example. If the meeting starts on a different motion, be sure to record all relevant information:
- The appropriate wording for the start of the motion is "I make a proposal." This is generally for sentences such as "I propose the adoption of this agenda."
- Name of the proposer (the person filing the motion).
- Voting results. If the vote is successful, write "motion accepted." If it fails, write "motion rejected."
- You can have a long motion submitted in writing if you can't record it accurately. If this is repeated, ask during the meeting whether the submission of motions in this paper can be made official policy for motions with a certain number of words.
- If you draft the agenda, you can be the proponent of this motion as well as secretary of the minutes. It can be done; as long as you stay objective there should be no problem recording your own stunts.
Step 4. Record other motions throughout the meeting
Listen attentively to the entire discussion, but (unless instructed otherwise!) do not record it. When a new motion is made, record the relevant information.
- Remember, each motion must include the exact wording of the motion, the name of the proposer, and the result of the vote.
- Some motions require the proponent of the proposal before it goes to a vote. If someone says "I support this motion" or similar words, note that person's name as a supporter.
- If you don't know the name of the proposer or need to have the motion repeated, politely interrupt the meeting. Recording information accurately is important to justify minor interruptions.
- If a motion is corrected, simply change the wording of the motion in your notes. Unless the change is controversial and sparks a lengthy discussion, there is no need to note that the change occurred at the meeting.
Step 5. Listen to the report and get a copy of the report
Whenever a report, news bulletin, or similar item is read aloud, note the title of the report and the person who read it (or the name of the subcommittee that drafted it). If a motion is attached, record it like you would any other motion.
- It is most practical to obtain a copy of the report at the end of the meeting. Make a note to request a copy from the reader or meeting leader (chairman or president) after the meeting. You will attach a copy of each report up to the previously copied minutes.
- If a copy is not available, make a note of where the original is stored. You may need to request this information after the meeting.
- If members are making an oral report (and not reading from a document), write a brief and objective summary of the report. Don't include special details or speaker quotes verbatim.
Step 6. Record the actions taken or given
This includes "checking" against tasks in past meetings, as well as new actions. Has someone been assigned to write a letter? Write down their names and instructions.
- Depending on how formal your meeting is, many of these actions fall into the "motions" category. For less formal meetings, you may need to keep an eye on decisions that aren't very clear-cut.
- Include a brief motion of reasons behind a decision if any.
Step 7. Record all instruction and decision points
Whenever an objection is entered into the procedure, record the objection and its basis, as well as the full decision given by the Chair.
Be sure to include references to Robert's Rules of Order, internal organizational rules, or company protocols
Step 8. Only when prompted, record a summary of the discussion
Officially, minutes are a record of what was "done," not what was "said." However, fulfill all organization-specific requests made to you.
- When recording discussions, be as objective as possible. Include concrete points, not opinions, and minimize the use of adjectives and adverbs. Dry, factual and boring writing is your goal!
- Don't mention people by name in the discussion summary. This is especially important in hot arguments that can cause problems.
Step 9. Close at the end of the meeting
Record the time the meeting was dismissed. Remember to ask for a copy of the report or remind someone to send it to you.
Scan your notes to see if you missed anything or if you need clarification. If you need to ask someone a question, do it now before they leave
Part 3 of 4: Copying Minutes
Step 1. Start this process as soon as possible
It's best to copy official minutes immediately after the meeting, while the events are still fresh in your memory.
Step 2. Use a computer to type your meeting minutes
You've probably done this if you use your laptop in a meeting. Save your notes and create a new document for the minutes so you can compare your notes and notes side by side.
Step 3. Format your notes into neat paragraphs
Each new motion, decision, or point of instruction must be included in a separate paragraph. When you create the format, check that you:
- Use correct spelling and grammar. Use a spell checker if necessary.
- Use the same form of language throughout the report. Use the past tense or the present tense, but never change them in the same document.
- Write as objectively as possible. Your opinion should not be inferred from the minutes. You're trying to make an objective record for everyone to use.
- Use simple and definite language. Vague language should be replaced with definite words. The flowery description should be omitted altogether.
- Just list the action taken, not the discussion. Unless you are asked to record a discussion, you should focus on what done, not what said.
- Provide page numbers for easy reference.
Step 4. Share your draft minutes with members
Send a copy to each member using the contact information on the attendance list. If you don't have their contact information, the meeting leader should be able to contact them.
Step 5. Bring your minutes for approval
You may be asked to read the minutes aloud at the next meeting and submit them for approval. If the motion is successful, mark that the minutes are accepted.
- If the minutes are justified prior to receipt, record the changes in the document and indicate at the end that the minutes have been corrected. Do not describe the correction specifically.
- If a motion is made to correct the minutes after they have been received, include the exact wording of the motion in the relevant minutes and whether the motion was approved or not.
Part 4 of 4: Using Meeting Minutes Templates
Step 1. Visit the meeting template aggregator site
This ready-made template will help you save time preparing meeting minutes while preventing note-taking errors.
Step 2. Take some time to explore these sites
Use the search feature and explore the available options to find the most suitable for you.
If you need a special template, general or standard for example, browse the site to find one that fits your specific needs and then download it by clicking the “download” or “use template” button. Make sure you keep it somewhere easy to find so you don't lose it
Step 3. Open the template file
Once downloaded, open the zip file and then open it with Microsoft Word or Excel. To get the highest quality template and to make it easier to use, use the latest version of Microsoft word. Using the latest version will make your job simpler while allowing you to use new features.
Step 4. Add the company logo and copyright mark on the head of the template
Remove the sample logo, but be sure to read the terms of use of the template source site. You don't want to face unnecessary legal trouble, do you?
Step 5. Change the title
In the title section, highlight the word “Meeting/Group” then type in a title for your meeting minutes.
Step 6. Change the theme (optional)
To make meeting minutes more beautiful and professional, consider changing the colors or choosing a pre-made theme. The trick is simple, search for "Page layout" then open the "Colors and Themes" section. In this section, you can set the appearance of the template. You can even customize the color to match the color of the company logo.
Step 7. Name the parts of the template
There should be several sections to the template. You may need more, or less, or you just don't really like the name. You can change it to suit your specific meeting needs.
Step 8. Save this template on your laptop so you can take it with you to take meeting minutes
If you're still using Microsoft Office, this job will be easy and quick to do. You should also be able to attend meetings more regularly and accurately than before. Alternatively, you can also print out a template and write the minutes by hand. However, make sure to make the sections wide enough so that you can include as much information as needed.
Step 9. Check your template
Safe! You have finished creating the meeting minutes template. Your productivity and accuracy of work during meetings should improve considerably now that you have a guide template for organizing meeting notes. Just like any other job, read the details on the template to see if anything is missing or not clear. Once you've made sure everything is correct, this template can be used and you'll be better prepared for your next meeting.
Tips
- Type your minutes as soon as the meeting is over. It is best to do this while the events are still fresh in your memory. It is important that participants get a copy of the action item as soon as possible after the meeting.
- Sit as close to the meeting leader as possible. This will allow you to hear everything and ask for clarification without having to raise your voice.
- Ask people to record their motions so you don't have to record on the spot.
- Keep the minutes in a secure file.
Don't be afraid to interrupt and ask for clarification at any time.
- Notes are very important. These records are kept and may be used for future reference. When it comes to legal matters, for example, someone's reputation can depend on your minutes.
- Read the sections in Robert's Rules of Order, especially the section on the secretarial profession.
- Write down the important things when they talk. If the same topic is brought up twice, don't group them together.
Warning
- Don't include too many details in the minutes. Even if you are asked to record a discussion, keep it as short and direct as possible. Limit yourself to recording the important points made or you will be overwhelmed by filling the minutes with unnecessary details.
- The note taker's personal interpretations and feelings should not be included in the notes.
- If one part of the meeting falls into the category of attorney-client confidentiality, do not record that part. Note that "The Counsel informs that this discussion includes attorney-client confidentiality. This discussion is not recorded."
- If you are asked to record confidential discussions such as between lawyers and clients, make "different" minutes and keep them separate from regular minutes. Mark confidential and make it clear who has access to the document.
