How to Take Minutes at a Business Meeting

Introduction

Taking minutes at a business meeting is an essential skill that helps maintain clear communication and accountability. This tutorial will guide you through the process of effectively capturing meeting minutes, ensuring you impress your colleagues and provide valuable records for future reference.

Step 1: Bring a Notebook

• Choose a quality notebook dedicated to meeting minutes to ensure all records are organized.
• If you have a laptop, consider using it for faster note-taking and easy distribution later.

Step 2: Send Around a Sign-In Sheet

• Create a simple sign-in sheet with columns for attendees' names and contact information.
• Pass it around at the beginning of the meeting to document attendance.
• Check against expected attendees and note any absentees under "regrets" in the minutes.

Step 3: Begin Note-Taking

• Start by writing down the date of the meeting and the time it was called to order.
• This provides context for your minutes and establishes a formal record.

Step 4: Record Old Business

• Document any follow-ups from the previous meeting, noting what actions were taken or not taken.
• Clearly mention who was responsible for these actions.

Step 5: Record New Business

• Capture new issues addressed during the meeting, including:
  • Exact wording of motions made.
  • Who seconded each motion.
  • Outcomes of the motions (e.g., whether they passed or failed).

Step 6: Finish Notes

• Write down specific action items assigned to participants without transcribing every detail of discussions.
• Conclude your notes by noting the time the meeting adjourned and the date of the next meeting.

Step 7: Type and Distribute

• Type up your notes as soon as possible while the details are fresh in your mind.
• Distribute the typed minutes to attendees for review and approval at the next meeting.

Conclusion

Taking effective minutes is a crucial part of meeting management. By following these steps, you will create clear and concise records that keep everyone informed and accountable. After mastering this skill, consider additional resources for enhancing your business communication skills.