Writing Effective Minutes of Meeting

SYNOPSIS

Minutes of meetings are vital to the success of a meeting. It also serves as an important document that record in writing what was discussed in a meeting and what action items came out of the meeting. In most organisations a review of the minutes of the primary management meetings over time would reveal an excellent record of the history of that organisation.  

Minutes are a tangible record of the meeting for its participants and a source of information for members who were unable to attend. In some cases, meeting minutes can act as a reference point, for example:

• • when a meeting’s outcomes impact other collaborative activities or projects within the organisation

  • minutes can serve to notify (or remind) individuals of tasks assigned to them and/or timelines

Thus, participants rely on the minutes for information on subjects they don’t understand or to fill in gaps when they lost concentration. 

For a role that carries significant responsibility, there is very little support for the minute-taker. There is a common misconception that secretaries can take minutes. This stems from two sources: first, the word 'secretary' as in committee secretary; secondly, the idea that taking minutes is about speed and secretaries can write fast, particularly if they have shorthand.

The key skill for taking minutes is the ability to listen to the words someone is saying, absorb them, evaluate the manner of the delivery and identify the speaker's point of view - the message. It is ongoing listening and simultaneous summarising. Although a good shorthand writer can take down the words and summarise them back in the office, it is a long drawn-out process and few can afford the time.

Whether you’ve been tasked with taking notes for a committee or you’ve been appointed Secretary to your organisation’s Board Meeting, preparing meeting minutes doesn’t have to be a difficult task. This course will provide some great tips and ideas that will help you get started with writing and preparing effective meeting minutes.