How to take effective Meeting Minutes?
The second method is to take action minutes when decisions are reached and responsibilities are assigned. In either of these cases, make note of the following:
- The names of the people proposing any action, stating an option or making a motion
- Take down word-for-word any motions, resolutions, amendments, decisions or conclusions
- Who seconded the motion
- Whether the motion is approved, defeated, or withdrawn
- What assignments were made and to whom
- Type of meeting
- Date, time, and place
- List of attendees and those absent
- Time of call to order
- Approval and/or amendments to previous meeting minutes
- Record of reports from standing and special committees
- General matters
- Record of proposals, resolutions, motions, seconding, any final disposition, and a summary of the discussion;
- also a record of vote Time of adjournment
- Nomination for submission and transcriber's name
- Don't give yourself too much work by putting too much detail in the minutes.
- Don't be afraid to interrupt and ask for clarification.
- Try and send out copies of the minutes as soon as possible.
- Type up your draft as soon as possible.
- provide a true, impartial and balanced account of the proceedings;
- are written in clear, concise and unambiguous language;
- are as concise as is compatible with the degree of accuracy required;
- follow a method of presentation which helps the reader assimilate the contents.
Once the minutes have been drafted
- Ask the chairperson to check them.
- Circulate the minutes to anyone who will be expected to act upon them. It is a good idea to clearly identify these people by putting their names in an “action” column on the right of the page and opposite the appropriate references in the text.
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