Are you required to take minutes in a meeting? Here are some tips to assist you when you are next required to do so.

Purpose

The purpose of taking the minutes of a meeting is to keep an accurate record of events for future reference.

What needs to be covered?

These points should be covered in the minutes:

• When the meeting took place
• Who was in attendance
• Who was absent
• What was discussed
• What decisions were made

How much detail?

The amount of detail included in the minutes of a meeting will be dependent upon the type of meeting being held.

Tips for writing meeting minutes

Before the meeting

• Decide how you will take notes – pen and paper, laptop computer, voice recorder
• Make sure your choice of note taking is working eg laptop works
• Use the meeting agenda to construct an outline

At the meeting

• Arrive early
• Record names of attendees or circulate a blank sheet on which attendees are to print their names
• Have a copy of the previous meeting's minutes
• Note the time the meeting begins
• Use the agenda document as a template to take notes for each agenda item
• Summarise what is said, asking for clarification if necessary
• Write down motions, who made them and the results of votes, if any
• Make a note of decisions made, actions agreed upon, person(s) responsible and deadlines
• Make note of any motions to be voted on at future meetings
• Note the time the meeting ends

After the meeting

• Type up / finalise the minutes within 48 hours of the meeting
• Use the past tense and use the active voice eg 'Ms Gardner outlined the plan'
• Proof read the minutes before distributing them

Template for meeting minutes

Here is a possible template that you could use when preparing to take minutes in a meeting.

• Name of organisation or group
• Name of meeting – it might be a regular meeting or one with a specific purpose
• Date of meeting
• Names of those attending
• Apologies
• Time meeting began
• Agenda item one – usually the minutes from the previous meeting
• Agenda item two, three, etc
• General business
• Date of the next meeting
• Time meeting ended

By following these tips, you will find it easier to take the minutes during a meeting.