How To Take Minutes: A step-by-step guide

How to Take Minutes

from wikiHow - The How to Manual That You Can Edit
You were just elected secretary of the committee you belong to. Congratulations! Do you know how to take, prepare, and present minutes according to the legislative bible, Robert's Rules of Order[1]? Keeping a record of meeting notes is very important. Here's what you need to do.

Steps

1. Bring a notebook or laptop with you. Make sure that whatever you bring is something you are comfortable with. If you will be writing minutes often, it may be advisable to buy an appropriate notebook rather than grabbing your son's Winnie The Pooh binder. Also, it is helpful to have a good and dependable pen. Experienced secretaries might suggest using a pencil instead.
2. Once the meeting is set to begin, distribute a single piece of paper specifically formatted for names and contact information. Write a note at the top of the page indicating the paper needs to be returned to you. This is a great way to document attendance.
3. Write down the time the meeting begins. The president will say something like, "At 6 pm on Friday, February the 21st, 2007, I call the meeting to order."
4. Read the agenda. Since you are the secretary, it is your duty to have prepared a draft agenda beforehand. The president will ask you to read it. After the agenda has been read say, "I move for the adoption of this agenda." Note on your piece of paper that the draft agenda was read and that you moved for adoption (no seconder is needed). Note either "motion carried" or "motion failed."
5. Read the Draft Minutes. The president should ask you to read the minutes from the previous meeting. It is essential that you have them with you. They can be distributed beforehand or you can read them when asked. After you are done say, "I move for the adoption of these draft minutes." No seconder is required. Note who made the motion and note either "motion carried" or "motion failed."
6. Listen to the other reports. At this time, the treasurer or some sub-committees may have news and updates to report. Make sure you grab a copy of their updates at the end of the meeting. Note who read them, and whether the motion carried or failed.
7. Record any old business remaining from previous meetings. Did someone need to write a letter? Was it sent? Note anything that was done or not done and by whom.
8. Record new business. When someone has an issue to address they will make a motion. For example, they might say, "I move to give $100 to the editors of wikiHow." It is important that you write down the exact words.
9. Note who makes motions, seconds motions, and whether or not they passed or failed. Also, write down who has been designated to do what.
10. Note what time the meeting adjourned.
11. Write down any points of order, points of information, or any other relevant information.
12. Leave out unimportant details. If an amendment is made, you do not have to write down the fact that someone proposed making an amendment. Just make sure, if it is passed, that it is in the main motion when you write it down.
13. Make sure you have everything you need after the meeting adjourns, such as
    • Who sent regrets?
    • Who was there?
    • All the reports.
    • Location of the meeting.
14. Type up the minutes. Do not include comments like, "Member A said he did not agree," or "The treasurer gave an excellent report." Don't include the debate in the minutes. Even if you spend 3 hours debating something, only put who made the motion, the exact wording and whether it passed or failed.
15. Distribute your draft. Once you've typed a draft of the minutes, send them to each member. Remember: until the report is approved by the committee members, it is only a draft subject to change at any time.

Tips

• It is a good idea to sit as close as possible to the chair of the meeting. This will allow you to hear everything and to ask for clarification without having to raise your voice.
• Make note not only of the concerns, but also of any accomplishments discussed in the meeting.
• Write things as they happen. If someone brings up a topic early in the meeting and someone else brings up the same topic later, do not group these things together.
• Make sure you have the correct name spellings, contact email addresses, and telephone numbers.
• Minutes are very important. They are saved and might be referred to for years and years to come. If it is a legal matter, for example, someone's reputation may depend on it.
• Keep the minutes filed in a safe place.
• Even though you are taking notes, you may still participate in the debates.
• Ask people to write down their motions. This will save you the headache of trying to paraphrase someone else's ideas.
• Read certain parts of Robert's Rules of Order, in particular the section on being a secretary.
• Consider learning shorthand or using a laptop. This will help you record the minutes in a timely and accurate fashion.
• Don't be afraid to interrupt and ask for clarification at any time.
• Type up your minutes immediately after the meeting ends. It's best to do this while the events are still fresh in your mind. It's also important that participants get a copy of their action items as soon as possible after the meeting.

Warning

• Don't put too much detail into the minutes. Only the pertinent information is necessary.

Related wikiHows

• How to Write an Agenda for a Meeting
• How to Prepare for a Meeting
• How to Run an Effective Meeting
• How to Organize a Meeting by Leaving an Answerphone Message
• How to Pass Time
• How to Pass the Time in a Waiting Room
• How to Jog in Cold Weather

Sources and Citations

1. ↑ http://www.robertsrules.com/

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