Taking Minutes Template printable pdf download

Taking minutes

At some point you may be asked you to take minutes at a meeting. Any person who

attends a meeting may be asked to do this. Since the minutes will serve as an official

record of what took place during the meeting, you must be very accurate. Here are

some pointers to help you master this skill.

Before the Meeting

•

Decide how you will take notes, i.e. pen and paper, laptop computer, or tape

recorder.

•

Make sure your tool of choice is in working order and have a backup just in case.

•

Use the meeting agenda to formulate an outline of your minutes.

During the Meeting

•

Pass around an attendance sheet.

•

Get a list of committee members and make sure you know who is who.

•

Note the time the meeting begins.

•

Ensure that all of the essential elements are noted, such as type of meeting, name

of the organization, date and time, venue, name of the chair or facilitator, main topics

and the time of adjournment. For formal and corporate meetings include approval of

previous minutes, and all resolutions.

•

Don't make the mistake of recording every single comment. Concentrate on getting

the gist of the discussion and taking enough notes to summarize it later. Think in

terms of issues discussed, major points raised and decisions taken.

•

If you are an active participant in the meeting, be prepared! Study the issues to be

discussed and have your questions ready ahead of time. If you have to concentrate

on grasping the issues while you are making your notes, they won't make any sense

to you later.

•

Write down motions, who made them, and the results of votes, if any; no need to

write down who seconded a motion.

•

Make note of any motions to be voted on at future meetings.

•

Note the ending time of the meeting.

Taking Minutes Template