- Step 1: Bring a notebook Bring a notebook to the meeting with you. If you will be writing minutes often, you may want to buy a good notebook to keep your minutes in rather than a cheap one.
- TIP: If you have a laptop, you should use it to save time later.
- Step 2: Send around a sign in sheet Create a simple sign-in sheet that has columns for name and contact information and pass it around. You will be able to refer to this record in order to document attendance.
- TIP: Find out who was supposed to be there and make sure you include the people who did not attend in the minutes under regrets.
- Step 3: Begin note-taking Begin note-taking by noting the date of the meeting and the time the meeting was called to order.
- Step 4: Record old business Record old business, which is anything that needed a follow up from the last meeting. Note anything that was done or not done and by whom.
- Step 5: Record new business Record new business. For example, when someone has an issue to address they will make a motion. Note exactly what they said along with who seconded the motion and whether or not the motion passed.
- Step 6: Finish notes Write down any action items or things specific participants agreed to do, but don't transcribe word for word debates or discussions. End the notes with the time the meeting adjourned and the date of the next meeting.
- Step 7: Type and distribute Type up the minutes as soon as possible after the meeting so it's fresh in your mind. Once you have typed them, distribute them to members for review and approval at the next meeting.
- FACT: During one day, there is an average of 17 million meetings in America.
You Will Need
- Pen or pencil
- A meeting agenda
- Laptop (optional)