To write minutes in a meeting as a secretary, follow a structured and clear approach that captures the essential details, discussions, decisions, and action items accurately and objectively.
Key Elements to Include
- Basic Meeting Details: Date, time, location, and a list of attendees and absentees.
- Agenda Overview: Organize minutes according to agenda items.
- Decisions and Action Items: Document all motions, decisions, who is responsible for actions, and deadlines.
- Follow-up Items: Note tasks for future meetings and ongoing projects.
- Objective and Impartial Notes: Avoid personal opinions and focus on factual summaries.
Steps to Write Meeting Minutes
- Prepare before the meeting by reviewing the agenda and creating a note-taking template.
- Take detailed notes during the meeting, focusing on key points, motions, and assignments.
- Write the minutes soon after the meeting while details are fresh.
- Organize the minutes clearly, reflecting the agenda structure.
- Highlight important decisions and action items.
- Proofread for clarity, brevity, and accuracy.
- Distribute the minutes to attendees promptly.
Basic Meeting Minutes Template
- Meeting Title:
- Date and Time:
- Location:
- Attendees and Absentees:
- Call to Order: Time and by whom
- Approval of Previous Minutes
- Agenda Items: For each item, include discussion summary, decisions made, and action items with responsible persons and deadlines.
- Other Business
- Next Meeting: Date, time, location, preliminary agenda
- Adjournment: Time and mover
Following these guidelines ensures effective, clear, and legally sound meeting minutes that keep your organization organized and accountable as a secretary.
