How to Write Minutes of a Meeting Example
Meeting minutes outline the subject matter of a meeting, including all topics of discussion as well as votes. It is not a transcript but should contain all details for absent members. A corporate meeting usually follows a pre-approved meeting agenda given to all attendees before it starts. After the meeting, the chairman will review, approve, and sign the minutes which is then be distributed to the attendees.
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By Type (20)
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How to Take Meeting Minutes (5 Steps)
Writing minutes is about detailing and clearly communicating the items discussed. Remember, this is NOT a transcript and should not include verbatim what is said. It outlined as a summary of the meeting detailing topics covered and any decisions made.
Step 1 – Prepare a Meeting Agenda
Before a meeting, often times a meeting agenda will be created as an outline to follow for the attendees to follow and stay on track. The agenda will usually have items to talk about with set time periods for each topic.
Step 2 – Who Attended / Who is Absent
The meeting minutes also work as a sign-in sheet to list who appeared and who was missing. A roll call or other way of finding out who is present should be conducted.
Step 3 – Note-Taking of Discussions
The main points should be summarized for each topic that is discussed. For example, if there is a disagreement over a decision, the positions of each individual should be recorded.
Step 4 – Recording of Motions
For important decisions, a motion may be called to put forth a vote of the attendees. Each individual should clearly state their "Yeas and Nays" which is written down and entered into the minutes.
Step 5 – Getting Approval
After the meeting has adjourned, the minutes must be approved by the chairperson before being distributed. The chairperson will review and make sure unwanted details do not leave the room. After signature, the minutes may be distributed to the appropriate parties.
Glossary
- Action Items
- Approval of Minutes
- Attendees
- Board Meeting
- Board of Directors
- Call to Order
- Chairperson
- Director
- Meeting Agenda
- Motion
- Parking Lot
- Quorum
- Resolution
- Roll Call
- Secretary
Action Items – Tasks created to be completed at a later time.
Approval of Minutes – To certify the minutes may be distributed.
Attendees – Who are present and absent.
Board Meeting – A scheduled gathering of an organization and its officers, directors, and shareholders.
Board of Directors – Group of individuals nominated by an organization to make major decisions.
Call to Order – Includes the purpose, location, and date.
Chairperson – The speaker of the meeting (commonly a CEO or President).
Director – A director is a person who is part of the board of directors.
Meeting Agenda – Topics of discussion that are approved by the members before or during the meeting.
Motion – A motion is to suggest a vote is taken by the eligible members of a meeting.
Parking Lot – Items that are not talked about but mentioned.
Quorum – The minimum number of individuals required to have a recognized meeting.
Resolution – Any vote that is taken because of a motion is made into a resolution after the vote is taken and written in the minutes.
Roll Call – Taking attendance while entering the names of those attending and absent.
Secretary – The note-taker during the meeting.
Sample
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(Video) How to Write Meeting Minutes
How to Write
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Step 1 –
How to Write Minutes of a Meeting Example
Source: https://eforms.com/meeting-minutes/