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How to take meeting minutes is the process of documenting the discussions and decisions of a meeting in written form. For example, during board meetings, strategy sessions, or committee meetings. The purpose of these records is to provide a clear and reliable reference of the proceedings for attendees and non-attendees alike. This process is also known as “how to record meeting minutes” and “formats for meeting minutes.”
These tips are examples of executive assistant skills and are related to virtual meeting etiquette, and tips to stay organized at work.
This article covers:
- how to take good meeting minutes
- how to record meeting minutes
- how to take board meeting minutes
- meeting minutes software
- formats for meeting minutes
Let’s get to it!
How to take good meeting minutes
From meeting preparation to skill development, here is our list of the best how to take meeting minutes.
1. Meeting Preparation
Being successful at taking minutes begins with preparing for the meeting thoroughly. First, gather materials such as notebooks and documents, review the agenda, and clarify your role. This preparation helps you concentrate on accurately capturing key points during the meeting. Investing time in preparation simplifies the process, allowing contributors to document information efficiently and participate actively in productive discussions, thereby promoting collaboration within team meetings.
2. Essential Points
Recording important discussion points during meetings is essential for taking precise minutes. Be sure to concentrate on the agenda, decisions made, tasks assigned, and deadlines set to capture the conversation accurately. This approach produces detailed meeting minutes that are easy to refer to later. Tracking progress and ensuring accountability is easier when you write down these important details. You improve communication and streamline organizational decision-making by giving importance to vital components in the minutes.
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3. Tools Needed
You need essential tools to effectively take meeting minutes, like a reliable laptop for accurate documentation, a pen and highlighter for organizing key points, and a printed agenda for reference. It is also helpful to have recording and transcription apps to ensure accuracy. These tools assist in capturing all necessary information seamlessly. By being prepared with these items, you can enhance your ability to record thorough and detailed meeting minutes.
Learn more about executive assistant tools.
4. Listening Skills
Understanding the significance of active listening in meetings is vital for effective minute-taking. By improving your listening skills, you can accurately record key points and decisions. It is crucial to focus on the speaker, maintain eye contact, and avoid distractions to capture critical information. Active listening supercharges your minute-taking abilities and improves your communication skills in a professional setting. Tuning into verbal cues and body language helps produce accurate meeting minutes, demonstrating professionalism and commitment to collaboration with colleagues.
Check out these active listening activities to build skills.
5. Action Items
Action items are crucial in meeting minutes because they assign tasks to individuals for completion. Each item should specify the task, assignee, deadline, and relevant details. This tactic ensures accountability and facilitates progress tracking after the meeting. By being concise and actionable, action items help maintain focus and boost productivity during meetings. These to-dos clearly outline responsibilities and deadlines for all involved, enabling effective follow-up on tasks. Tracking action items also prevents important tasks from being overlooked, ultimately driving results.
6. Post-Meeting Review
After a meeting, it is essential to review the minutes for accuracy and completeness. This review involves going over notes, clarifying unclear points, and making any necessary corrections. The process helps to catch any missing information or errors. A thorough post-meeting review confirms that the minutes accurately represent the meeting. Maintaining organized records of discussions and decisions is crucial, and post-meeting reviews help uphold the integrity of the minutes for effective use.
7. Privacy Concerns
Maintaining privacy in meeting minutes is crucial because sensitive or confidential information may be discussed and documented. Balancing accuracy and relevance while respecting individuals’ privacy is essential. It is crucial to follow secure protocols when handling and storing minutes. Prioritizing privacy protection helps build trust and confidentiality within the organization, which enhances professionalism and integrity in the workplace. Remember, safeguarding privacy in meeting records is essential for effectively upholding these values.
8. Legal Considerations
It is important to think about legal issues when writing meeting minutes to ensure they are accurate and follow the rules. Properly noting what was discussed, decided, and done helps prevent legal problems and misunderstandings. Following the right procedures and keeping detailed records protects the quality of the minutes. Sticking to legal requirements promotes openness and responsibility in organizations. Being aware of these factors helps reduce risks and challenges, creating a reliable record for the future. Focusing on legal compliance in meeting minutes ensures accuracy, transparency, and accountability in organizational behavior.
9. Skill Development
Building skills is important for individuals who want to get better at taking meeting minutes. Improving skills like listening closely, writing clearly, and managing time can greatly enhance the quality and efficiency of minute-taking.
Other minute-taking skills to develop:
- Attention to Detail
- Summarization Skills
- Research Skills
- Presentation Skills
- Self-Reflection
- Follow-up
Practicing these skills regularly helps professionals capture important points accurately and briefly during meetings. Consistent skill development leads to more productivity and effectiveness at work, benefiting both the individual and the whole team.
Learn more about professional development ideas
How to record meeting minutes
10. Digital Recording
In the digital age, recording meetings can ensure you capture every detail accurately. To start, use a reliable digital recorder or smartphone app specifically designed for clarity and lengthy recordings. Be sure to always get consent from all participants before recording, adhering to legal requirements. Post-meeting, transcribe the recording promptly while the discussion is fresh in your mind. This approach creates comprehensive minutes and serves as a verifiable source for clarifying any ambiguities later.
11. Formatting Tips
Formatting meeting minutes correctly is crucial for clarity and professionalism. Most minutes start with the meeting name, date, and list of attendees for easy reference. Next, organize key discussion points using bullet points or numbers, clearly assign action items for accountability, and use subheadings for agenda items. You can emphasize important information with bold or italic font. Consistent formatting improves readability, helping readers understand and navigate the minutes efficiently. These suggestions simplify notes, making them easily accessible and actionable for all meeting participants.
Supernormal has a great guide to the art of note formatting
12. Language Use
Using clear and professional language is crucial in meeting minutes to guarantee understanding. Consistent terminology helps prevent confusion among readers. It is essential to avoid jargon and complex language for clarity. By maintaining a formal and concise tone, minutes become a dependable record of discussions. Employing precise language prevents misunderstandings and improves team communication.
13. Writing Techniques
Writing methods are crucial for producing efficient meeting minutes. When recording important details, employing bullet points can help organize information clearly. Furthermore, using abbreviations for common terms can save both time and space in your notes. Establishing a uniform layout with headings and subheadings can enhance the readability of the meeting content. By applying these methods, you guarantee that your meeting minutes are succinct, well-organized, and straightforward to review after the meeting concludes.
Check out these business writing books.
How to take board meeting minutes
14. Preparation Before the Meeting:
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- Review the meeting agenda and any pre-read documents to understand the topics.
- Prepare a template with sections for attendance, agenda items, discussions, decisions, action items, and other board-specific requirements.
- Familiarize yourself with board terminology and previous meeting minutes to ensure continuity.
15. Attendance and Roll Call:
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- Note the names of board members present, absent, and any proxies (if allowed).
- Document guest attendees or presenters, such as legal advisors or auditors, along with their roles.
16. Opening Statements and Quorum:
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- Record the official start time and confirm that quorum is present (this varies by organization’s rules but is essential for board meeting validity).
- Include any introductory statements by the chair, like a review of the agenda or conflict-of-interest disclosures.
17. Approval of Past Minutes
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- Document the approval of previous meeting minutes, noting if any amendments were requested and accepted.
- State the names of the proposer and seconder for the approval motion, and indicate the vote outcome.
18. Agenda Items and Discussions
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- Clearly record each agenda item as introduced, along with key points discussed.
- Capture summaries of each director’s viewpoints, especially if they dissent or have specific concerns.
- Document any formal reports or presentations, noting the presenter’s name and role (e.g., “CFO Financial Report by John Smith”).
19. Decisions and Voting:
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- Record all motions, including who proposed and seconded them, as well as how each director voted (for, against, or abstained).
- If consensus is reached without a vote, note it as a “consensus decision.”
- Specify any decisions with legal or fiduciary implications (e.g., approving major transactions, appointing officers).
20. Action Items and Responsibilities:
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- Note any assigned tasks or follow-up items, specifying the responsible parties and deadlines.
- For recurring tasks, mark them as ongoing and provide updates in subsequent meetings.
21. Executive Session (if applicable):
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- If the board moves into an executive session, note the start and end times and list any directors or specific attendees involved.
- Record a high-level summary of the session, but avoid sensitive details unless required.
22. Adjournment:
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- Document the official end time of the meeting and any closing remarks by the chair.
- If the next meeting date is scheduled, include it.
23. Post-Meeting Steps:
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- Review and edit minutes promptly while details are fresh, focusing on clarity and completeness.
- Circulate the draft minutes to the chair and secretary for review before finalizing.
- Once approved, securely store the minutes as they are part of the formal record and may be referenced for legal purposes.
Tips for Taking Effective Board Meeting Minutes
- Stay Objective: Avoid personal opinions or subjective language; record only factual points and decisions.
- Use Professional Language: Board minutes should be formal and concise; avoid unnecessary details.
- Focus on Decisions and Actions: Minutes should emphasize what was decided and who is responsible, rather than who said what unless it’s a critical viewpoint.
- Summarize Key Points: Rather than documenting verbatim, focus on capturing key themes, decisions, and notable remarks.
- Prepare to Clarify: If a decision or motion is unclear, ask for clarification immediately so it can be accurately recorded.
- Keep It Confidential: Handle minutes with confidentiality, especially when sensitive topics are discussed.
These guidelines ensure that board meeting minutes meet the formal requirements expected by boards and regulatory bodies while remaining accurate, clear, and legally sound.
Meeting minutes software
Here are some of the most popular and most helpful tools to use to take meeting minutes.
1. Boardable
Boardable is like having a virtual assistant just for your board meetings. The platform is loaded with tools for minute-taking, agenda creation, and document storage, and lets you track which team members are responsible for which tasks without the chaos. Plus, the program integrates smoothly with Zoom, so your remote team stays in the loop without any hassle.
2. Google Docs
Google Docs is one of the most popular digital document tools, so it makes sense that many organizations use it to take meeting minutes. With real-time collaboration, you can create and share meeting minutes that all participants can edit and comment on, which is great for virtual teams. Google Docs integrates perfectly with Google Calendar too, so you can plan your meetings and share minutes with ease.
Learn more about creating meeting notes in Google Docs.
3. Minutes Depot
Minutes Depot keeps minutes simple, secure, and super organized. This cloud-based tool stores and organizes minutes without all the bells and whistles. This program is perfect if you want an easy, no-frills way to standardize and manage meeting minutes with built-in templates and version control.
Learn more about Minutes Depot.
4. OnBoard
OnBoard is a smart choice for governance-focused boards. The tool offers easy agenda management, voting features, and a strong focus on compliance. With built-in tools for annotating documents and real-time collaboration, OnBoard has the functionality to run a smooth, fully documented meeting that follows rules and regulations.
Learn more about OnBoard.
5. Fellow
Fellow helps you make the most out of every meeting, whether it is with the board or your weekly team huddle. With Fellow, you can create agendas, take notes, track action items, and even assign tasks, so nothing falls through the cracks. The platform offers a digital workspace for meetings, perfect for keeping stakeholders on track and organized. Plus, the app also sports many AI features that optimize efficiency.
Learn more about Fellow.
6. Evernote
Evernote has an all-in-one meeting tool that you can use to create agendas, take multimedia notes, and organize all your meeting details in one place. Evernote also integrates with calendar tools, so you will be meeting-ready and able to track action items without needing extra software.
Learn more about Evernote.
Formats for meeting minutes
1. Action Minutes
If you are looking for brevity and clarity, then action minutes are your best bet! This format zooms in on decisions and assigned tasks, noting what actions need to be taken, by whom, and by when. This format all about clear delegation and fast implementation, making it perfect for busy teams who want to stay organized without sifting through lengthy notes.
2. Discussion Minutes
For those times when you want a little more detail, discussion minutes are the way to go. This format captures key points from conversations, highlighting the thoughts and ideas shared during the meeting. This format still notes actions and decisions but gives you a richer context of the discussions that led to them—ideal for teams that value collaborative input!
3. Formal Minutes
When it is time for a serious meeting, like a board session or official gathering, formal minutes take center stage. This structured format includes everything from attendance and motions to votes and resolutions. This format is often required for legal compliance, so you will want to keep this format handy for those critical meetings where every detail counts.
4. Informal Minutes
Informal minutes are great for internal team meetings where the vibe is relaxed. This format captures key takeaways without the need for formal language or structure, allowing team members to focus on brainstorming and collaboration rather than meticulous note-taking.
5. Verbatim Minutes
For the legal eagles among us, verbatim minutes capture every word spoken during the meeting. While this format is rare for everyday use, it can be crucial in situations where exact phrasing matters, such as legal proceedings or high-stakes discussions.
6. Agenda-Based Minutes
Agenda-based minutes organize the session by aligning notes directly with the meeting agenda. Each section corresponds to specific topics, making it easy for team members to find relevant information later. This format is perfect for structured meetings where following the agenda is key.
7. Condensed or Summary Minutes
When you need the essentials without the fluff, condensed minutes are your go-to. This format provides a quick overview of decisions and action items, giving busy stakeholders a snapshot of what transpired without diving into all the details. This format is ideal for teams that want to stay informed without investing too much time in reading.
8. Template-Based Minutes
You can standardize your meeting notes with template-based minutes! These use pre-set structures that include common sections like “Attendees,” “Old Business,” and “Next Steps.” This format ensures consistency across meetings and makes it easier for everyone to follow along, regardless of who’s taking the notes.
9. Rolling Minutes
For teams that work on long-term projects, rolling minutes are a game changer! This format captures updates and progress from one meeting to the next, keeping all relevant information in one evolving document. This format is perfect for tracking ongoing tasks and ensuring everyone is up to speed on what’s been accomplished.
10. Decision-Only Minutes
Sometimes, less is more! Decision-only minutes focus solely on the choices made during the meeting, leaving out discussions and action steps. This minimalist format is great for teams that want to document key decisions quickly, making it easy to reference what was agreed upon without wading through additional commentary.
Final Thoughts
Mastering the art of taking effective meeting minutes is crucial for maintaining accurate records and ensuring accountability within any organization. By following these tips, individuals can sharpen their note-taking abilities, contribute more effectively to their teams, and ensure that all participants are on the same page post-meeting. It is essential to continuously refine these skills as they play a critical role in communication and organizational success.
Next, check out our posts on creative annual meeting ideas and all-hands topics.
