Are you looking to be an effective leader? Do you want to create meetings? If so, then you’ll want to learn all that you can about putting on effective meetings.

While there are many aspects of being in charge of a meeting, one aspect is creating meeting minutes. Below, we provide a simple guide on how to write meeting minutes. Let’s dive in!

Understand Your Role as Minute-Taker

The chair of the meeting should appoint a minute-taker before the meeting starts. It should be someone who can write quickly and accurately.  

At the start of the meeting, the minute-taker should write down the names of those present, as well as the time and date of the meeting. As the meeting progresses, they should write down a summary of what was discussed.

Defining the Purpose of the Meeting

Since the goal of meeting minutes is to capture what happened at a meeting, the first step is to define its purpose. This will help ensure that all the major topics are covered during the meeting.

The agenda should be distributed to all attendees before the meeting, so they can prepare their questions or comments. Once the meeting starts, the person taking the minutes should briefly review and set the stage for what will be discussed.

Make sure you have all the necessary materials before the meeting starts, including a pen, paper, and a copy of the agenda.

Identifying the Target Audience for the Minutes

One important aspect of taking meeting minutes is identifying the target audience. This will help determine the level of detail that should be included in the minutes.

For example, if the target audience is the general public, the minutes should be written in a clear and concise manner. However, if the target audience is the members of the organization, the minutes can be more detailed.

In either case, it includes the date, time, and location, as well as the names of the people who were in attendance. The minutes should also include a list of the topics that were discussed and any decisions that were made.

Creating an Outline for the Meeting Minutes

You need to be able to listen and write at the same time. This can be difficult, so it is essential to practice. Make sure you have a good understanding of the meeting’s purpose before you start taking minutes.

Pay attention to the discussion and record the main points. When writing, use short sentences and be as objective as possible.

Be sure to include the names of the attendees, the decisions that were made, and any action items that were assigned.

Keep the minutes brief and to the point. When possible, use bulleted points to make it easy to read. If there was any discussion about future action items, be sure to note them down as well.

Writing the Meeting Minutes 

The meeting minutes are a written record of what was discussed and what decisions were made at a meeting. They are usually prepared by the secretary or a designated member of the organization.

This can be used to provide a record for those who were unable to attend.

Also, accuracy is essential, as completeness and clarity. If there was a vote, it should include the vote count. Lastly, minutes must be short, direct to the point, and do not include any personal opinions.

Proofreading the Meeting

Writing meeting minutes can be challenging, especially if you’re new to the role. Here are some tips on how to proofread the minutes before they’re distributed:

  • Read to check for errors
  • Ask someone else to read it as well
  • Use spell check and grammar check

By following these tips, you can help ensure that the minutes are error-free and precise. The information in the minutes should match the details in the template. This will help create a professional document that everyone can rely on.

If there are any discrepancies, you will need to make the necessary changes.

Draft and Distribute the Meeting Minutes

When emailing meeting minutes, it is best to use a clear and concise subject line. For example, “Meeting minutes from XYZ on April 4th.” This way, your colleagues can quickly and easily find the email when they need it.

You should also cc relevant stakeholders who were not able to attend the meeting but need to be informed of what was discussed. 

It is also a good idea to hyperlink any relevant documents that were discussed. This will make it easy for your colleagues to find the information they need.

When sending it out, it is helpful to include a “TL;DR” (too long, didn’t read) at the top of the email. This is a brief summary of the key points that were discussed. For those who are short on time, this will be very appreciated.

After the meeting, type up the minutes and circulate them to the attendees for approval. Finally, make sure to double-check your email before sending it out. Meeting minutes are a formal document and should be free of any typos or errors.

Check out these helpful tips for more advice on how to conduct an effective meeting.

The Do’s and Don’ts of Writing Minutes

There are some basic do’s and don’ts to follow when writing minutes. The first step is to list the attendees and the decisions that were made. Also, write down any key points that were discussed during the meeting.

Use bullet points and avoid writing long, run-on sentences. Also, make sure to proofread the minutes before distributing them to the attendees. Don’t forget to take note of any action items and who is responsible for each one.

Remember, don’t make the minutes too long, always stick to the essentials! 

Follow This Easy Guide on How to Write Meeting Minutes

If you’re tasked with taking meeting minutes, be sure to record the who, what, where, when, and why of the meeting. This will ensure that you don’t miss any key points. After the meeting, type up the minutes and send them to all attendees. 

Be sure to follow up with any action items that were assigned. Follow this comprehensive guide on how to write meeting minutes to impress your colleagues.

Did you find this article helpful? Check out the rest of our blog now!