A Step-by-Step Guide to Writing Meeting Minutes
As businesses in the Philippines strive to adapt to the new normal, corporate meetings occur more often than usual. Your employer might have asked you to write the minutes of an upcoming meeting to document the discussion. However, there is one problem. You have yet to learn how to make one.
Do not worry--we are here to help you. In this article, we will talk about the importance of meeting minutes and how you can write them clearly and accurately.
What are the minutes of a meeting?
Minutes of a meeting, also known as meeting minutes, is a record of issues that were discussed, suggested, and resolved during--you guessed it--a meeting.
With various topics discussed during a meeting, important details might be overlooked. Meeting minutes work as a guide for everyone involved. Attendees can keep track of their assigned tasks, know the next steps for a particular project, and act accordingly. A document will help everyone to remember how, when, why, and by whom decisions were made.
How to write the minutes of a meeting
Step #1: Prepare for the meeting
Taking down notes for the meeting minutes will be a lot easier when you are well-prepared. Ask the chairperson or meeting leader for the meeting agenda beforehand. A meeting agenda is a list of topics or activities that will be addressed. Knowing the agenda before the meeting allows you to create an outline that you can follow during the conference.
It is also important to ask the chairperson about their expectations for your role during the meeting. For example, you can ask if the committee prefers to have everyone's suggestions written or if they only want to have the problem and resolution indicated.
Step #2: Record facts during the meeting
Depending on your agreement with the chairperson, you can take the meeting minutes in three ways.
Jot down everything word for word. Think of it as transcribing the conference from beginning to end. Some employers prefer to have everything recorded to avoid miscommunication in the future. If there is any dispute, they can always go back to the meeting minutes and see what exactly was said.
Record only the important details. Unlike the first method, you do not need to write every single word that they say. You just have to take note of the issues raised by the committee, their suggestions along with their names, and the decisions they came up with.
Write only the issues and their resolution. This is the simplest technique out of the three. All you need to do is to summarize the issues that were raised and the corresponding actions to take as decided by the committee.
Tip: You can always use a recording device, so you can have a reference when you are finalizing the meeting minutes. However, make sure to inform everyone in the room that you will be recording the conversation.
Step #3: Write the minutes of the meeting
Meeting minutes should follow a simple format to make it easier for the committee to read in the future. Your document should include:
Name of the meeting - Indicate the committee involved in the conference. For example, "Minutes of the Board of Directors Meeting".
Date - Write down the month, day, and year the meeting occurred.
Location - Indicate where the meeting happened. If it was an online meeting, state the website or application you used.
Attendees - List down the names and designations of the members who were present in the meeting. If a member sent a representative, you should state that as well.
Absentees - List down all the names and designations of the members who were unable to join the meeting.
Start time - Mention the time when the meeting started.
Approval of the agenda - Indicate if the committee approved the meeting agenda that was about to be discussed.
Certification of the meeting minutes - State if the committee has read and approved the minutes of the previous meeting. There are three ways you can have the meeting minutes certified:
- Certification during the meeting. If the matters are urgent, the committee can certify the minutes of the meeting after the discussion.
- Certification in the next meeting. A copy of the meeting minutes of the previous conference will be presented to the committee. The members should approve or disapprove before the current meeting starts.
- Individual confirmation. This is used when the next meeting is scheduled a few months after the previous one. As the minute taker, you need to send the meeting minutes to the committee upon the approval of the chairperson. The members should consider and approve the minutes within the specified time.
Message of the chairperson - Take note of the message of the chairperson. It usually consists of the recent achievements of the company, updates on the previous resolutions, and the discussion of the current meeting agenda.
Meeting agenda - Write a detailed explanation of each agenda topic, including the reason why it is being discussed, the thoughts and suggestions of the members, and the resolutions they come up with. You should also include the topics that will be discussed in the next meeting.
End time - Mention the time when the meeting ended.
Minute taker - Place your complete name and designation.
Approval of the chairperson - The meeting minutes should be approved and signed by the chairperson before sending them to the members of the committee.
Here is a sample of meeting minutes for your reference.
Minutes of the Board of Directors Meeting of XYZ Construction, Inc. Held on October 28, 2020 via Zoom Conference Attendees:Katherine Cruz, FacilitatorFaith Santos, SecretaryVilma Moreno, Board MemberChristopher Romero, Board MemberAnton Guevarra, Board MemberJuan Dela Cruz, Chairman of the BoardAbsentees:Ramon Pimentel, Board MemberLino Romualdez, Board MemberOpeningThe meeting started at 10:00 AM.Approval of AgendaThe Board of Directors unanimously approved the agenda. Certification of the Meeting MinutesThe minutes of the previous meeting were unanimously approved by the Board of Directors. Message of the Chairman of the BoardThe Chairman rendered his report to the Board of Directors. He discussed the recent achievements of the company, including:Â
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Writing meeting minutes is an important task. They are considered legal documents and contain crucial decisions that can impact the whole company. Remember to always double-check your work before sending it to the chairman for approval.
Just follow our three-step guide, and you will be able to write meeting minutes like a pro in no time. Make sure to update your JobStreet profile to include your newly learned skill. This adds value to your resume and can help you secure #JobsThatMatter to you.
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