How To Write Meeting Minutes Step by Step (Writing Minutes Of The Meeting)

How To Write Meeting Minutes Step by Step (Writing Minutes Of The Meeting) Topic 16: Writing A Variety Of Texts | English Form 1

How To Write Meeting Minutes Step by Step (Writing Minutes Of The Meeting)

How To Write Meeting Minutes Step by Step (WRITING MINUTES OF THE MEETING):- Writing minutes of the meeting template, Writing minutes of the meeting sample, Writing minutes of the meeting format, how to write minutes in a meeting as a secretary, How To Write Meeting Minutes Step by Step

What are meeting minutes?

Meeting minutes are written documents that reflect what happened during a meeting. The meeting minutes reports typically focus on the key items discussed during the meeting, any decisions reached and the next steps for individuals or teams to take.

Having meeting minutes reports can make it easier for the meeting participants to recall what happened during the meeting when taking their next step. It can also provide an important record for project or company stakeholders who might not have attended the meeting, but who want to take actions based on what happened during that meeting.

Meetings are formal gatherings convened in order for people to discuss various issues known as AGENDA.

AGENDA is a Latin word meaning THINGS TO BE DONE.

Agenda refers to business items to be dealt within/ during the meeting.

WHY TAKE MINUTES?

Minutes give you a permanent record of what was said in the meeting, there are several reasons why you might find this record useful.

i   To remind you of the actions that you and other people agreed to take.

ii   To remind you of what was decided.

iii   To tell those who couldn’t attend what was said

iv  To form the basis of decision making at the next meeting.

v   To take actions and make follow ups.

Minute taking may be annoying tedious and often and difficult as you have to write down accurately what was said without writing word to word.

How To Write Meeting Minutes Step by Step (Writing Minutes Of The Meeting)

Topic 16: Writing A Variety Of Texts | English Form 1

The Following guide line is useful in writing minutes (formal minutes) should include the following.

I.  Title of the minutes

This will include the name of the organization and the reason for the meeting. The title should include the date, time and location.

MBEZI BEACH HIGH SCHOOL

Minutes of the staff meeting to evaluate the form six 2013 results, held on 15th August 2013 3:00 PM in staff room NO. 2.

II. Attendance (Those present)

You should list the names of those who are attending the meeting. The Chairperson always reads the list, usually followed by the secretary or recorder.

You may put the secretary  last. Ideally you should list the attendees in order of seniority.

III.  Apologies for absentees

You should make a list of those who made apologies

IV.  Body of minutes

You should write the minutes themselves. Use headings to highlight the main points. Use paragraph numbers so that each item is easily identifiable.

V.  Approval

The Chairperson should sign and date the minutes

VI. Action points

You should highlight the person responsible for a particular action which was agreed at the meeting. It is then clear who is supposed to be doing what

HOW SHOULD THE MINUTES BE?

Minutes should be brief, clear, accurate, and complete, in a suitable tone. In writing minutes you should always keep in mind that the reader of the minutes is always the most important person, if the readers cannot understand what you have written, the minutes are worthless.

1. BE BRIEF

You can be brief by doing the following:

a   Separate the important parts of the conversation from the phatic and write the important parts only. Example The audit of stock took four weeks because of the variation of stock levels and the poor state of the record

b   Include only the information needed by the readers of your minutes. E.g. If the chairperson starts by saying “We welcome Michael to our meeting”, Do not
include this in the minutes.

c   You should try to avoid saying or noting who said what unless it is essential, otherwise the minutes can become resistive and boring.

3. BE CLEAR

Although you should make your minutes as brief as possible, do not leave your reader to give what you mean.

E.g.

-If the same word is used again and again you can make the abbreviation in a bracket. The abbreviation can be used on its own in the test of the minutes for example Tanzania Revenue Authority (TRA)

4. BE ACCURATE

Here what is meant is that the writer of the minutes should use the correct vocabulary and an appropriate tone when writing the minute.

As the minutes later you will be responsible for all the facts in the minutes. So you should understand what is going on in the meeting.

This will allow to summarize what is said accurate if you do not understand something ask for help, otherwise you risk problems arising later on if people
query what you have written.

Do not tempt to use words just because they sound impressive, they may have a slightly different meaning from the actual words used at the meeting.

4. BE COMPLETE 

You should be careful not to leave out useful information when trying to be brief. For Example if your minutes say that a letter from the client was read and discussed. This does not give any useful information we need to know what was in the letter and the outcome of the discussion.

Topic 6: Writing Skills | English Lang 1

How to write meeting minutes reports

Following are 10 steps that can help you compose an effective meeting minutes report:

1. Make an outline

Prior to the meeting, create an outline by picking or designing a template. Make sure that your template includes different sections, such as for meeting participants or next steps, to help you organize your notes as you take them.

Some professionals also find it useful to design an outline by including each item on the meeting agenda. As the meeting occurs, you can then arrange your notes so that each of your points connects to a clear overall topic.

2. Include factual information

Add factual details, such as where and when the meeting takes place. Include a list of the meeting’s participants. During the meeting, you can then note on the minutes report which participants arrived, such as by placing a checkmark next to their names.

3. Write down the purpose

Record the purpose of the meeting as either the meeting title or as a distinct section. Some meetings may encompass a range of ideas and conversations. Including the meeting purpose in your report can help you synthesize the most important topics of conversation.

4. Record decisions made

Write down any decisions made during the meeting. If these decisions involved a vote, include a tally of how many people voted for each option.

You might also want to keep track of how many people voted for options that ultimately the meeting participants didn’t decide to pursue.

This way, if the rejected or accepted decision becomes a conversation topic at a future meeting, participants can refer back to the minutes report.

5. Compose action items

Create a separate section for actionable items that specific individuals or teams plan to complete prior to the next meeting. Record any dependables, meaning tasks that need to be accomplished before others, or deadlines for these actions.

This list of actionable items can help professionals or departments recall their responsibilities once the meeting’s concluded.

6. Add details for the next meeting

Include any additional information relevant to the next meeting. This may include topics you didn’t get to discuss at this meeting or that you plan to discuss further at the next one. It might also consist of the next meeting date and time, location or participants.

7. Be concise

Strive to only record the most relevant or crucial main ideas discussed at the meeting. It’s okay if your minutes report doesn’t capture information related to every minute of the actual meeting. The goal of meeting minutes reports is typically to summarize the meeting for participants to refer back to or for company leaders to receive progress reports.

8. Consider recording

Think about recording your meeting with a device, such as a voice recording app on a mobile device. Although you likely don’t need to transcribe everything from a recording into your meeting minutes, having a recording of your meeting can be useful if your meeting goes at a fast pace, has many participants or covers an array of topics.

With a recording of your meeting, it becomes easier to reorganize or add details to your meeting minutes report after the meeting’s over. If you do decide to record the meeting, be sure to get permission from all the meeting’s attendants.

9. Edit and proofread

Before you send the meeting minutes to participants or stakeholders, standardize the formatting. For example, if you used a combination of bullet points and numbers to represent the same types of main ideas, switch to using one consistently.

As another example, if you find that some sections on your meeting minutes report seem long, you can create additional sections to make this document easier for others to quickly read. Be sure to also fix any slight errors, such as grammatical issues, typos or spelling mistakes.

10. Attach supplementary documents

Attach or link to any relevant supplementary documents when you send out the meeting minutes.

These supplementary materials may include any documents referenced during the meeting that can help provide your colleagues with a more comprehensive understanding of what happened at the meeting or what actionable items they can perform next.

Potential supplementary documents might include KPI reports, updated project schedules or issues logs.

The Writer