At Silverstream Retreat we host a large number of meeting for both big corporate companies and small non-profit organisations. These tips have been prepared for people who are new to taking meeting minutes, we thought that some basic guidelines might help to get you started.
Meeting minutes are a legal record of meeting proceedings, so it’s important to make sure they are accurate. Minutes are a source of information for people who can’t attend the meeting and as a reference for future use.
Prepare for the meeting
- Get a copy of the meeting agenda
- Get a copy of any documentations that might be sent out with the agenda or passed out at the meeting
- Find out the names of those attending the meeting including any guests or speakers
Taking the minutes – content
- The type of meeting, regular (weekly, monthly) or special (annual)
- The purpose of the meeting
- Name of the organisation
- Date, time and place of the meeting
- The name of the Chairman and secretary
- A list of all attendees and those who could not attend
- Whether the minutes of the previous meeting were approved or had any corrections made
- All the main motions including the attendee making the motion, action to be taken, next steps and voting outcomes.
- Items to be held over for the next meeting
- Next meeting date time and place
- Time of adjournment.
Writing the minutes
- Writing the minutes as soon as possible after the meeting while still fresh in your mind
- Be clear and concise
- Follow the order of the agenda
- Proofread the minutes.
- Ensure the Chairman has reviewed the minutes before distributing
- Distribute a copy of the minutes to the attendees and those who sent apologies
- Store the minutes for future reference
- The minutes need to be revised, corrected and approved at the next meeting.