Minutes are a detailed record of a meeting. The minutes record topics of conversation,
actions needed and decisions made. Minutes ensure that there is an official record of
the meeting, also documenting who was at a meeting and who was absent. Normally,
one person is elected to keep the minutes, usually a secretary or treasurer.
If you have been given the opportunity to keep minutes for a meeting,
there are some things to keep in mind to ensure you record them professionally.
Note the time, date and place that the meeting took place at the top of the page in
a notebook. Use a recording device you can play back later to assist you in writing
complete minutes.
List the names of attendees. Also write down the names of the people who were
expected to be at the meeting but are absent. You may be required to note whose
absence is excused. If so, you can note “excused" in parentheses next to the person's
name.
Follow along with the meeting agenda. Principal attendants usually receive the agenda
prior to the meeting, and it will help you to record each discussed topic in order.
Note the major points made for each topic on the agenda. The minutes should
note any decisions made or follow-up needed for each agenda item.
Add the word “Action" under any agenda item that has a required action from
a member of the board or an attendee. When you type up your notes, make the
word “action" bold and in italics, and put it a line of its own; this makes it easy
to find and helps to keep track of who should do what.
Write or type any “Other Business" to label any topics discussed beyond those
listed on the agenda and denote who was responsible for bringing up these items
at the meeting.
Indicate in your minutes the agreed upon time, date and place of the next meeting.
Sign off on your minutes. The last line of your typed minutes should include your
name and title, preceded by a phrase such as “Minutes recorded by."