Minutes are an important means of recording and remembering what went on during a business meeting. Even if the meeting is recorded on audio or video, written minutes are useful for verifying and sharing what happened.
Here are some tips for writing effective minutes:
Give all pertinent details. Include relevant personnel—both those at the meeting and those absent. Include the date and place of the meeting, as well as the beginning and ending times. Record all topics discussed, along with the names of those who took part in the discussion.
Include outcomes. Note all decisions made or resolutions passed, including details of any votes. Record the names of people who were given assignments or who volunteered to work on a project.
Ask for clarification. If necessary, ask a speaker to repeat what he or she said, and always verify figures and facts.
Indicate supplementary materials. If handouts or graphics were used, note them in the minutes and attach copies. If an electronic presentation was given, note the content and whether it is available on the company’s Web site.
Note any follow-ups. Give details of related meeting dates or deadlines. Disseminate written minutes. After receiving feedback, make any necessary corrections and publish the minutes.
When taking notes, using shorthand and abbreviations can enable you to get everything down. For the sake of accuracy, rewrite the minutes as soon as possible following a meeting. Finally, keep the real purpose of meeting minutes in mind: Documenting the events of a meeting for future reference and establishing a clear record of ongoing events.
Excerpt: UpWrite Press
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