Taking the Minutes of a Meeting

The minutes of a meeting are taken by the secretary in a conventional set-up. However, anybody in the team could be asked to do the job and should be equipped with the knowledge of how to do it.

Taking written notes is the most commonly used method of taking minutes. However, a recording device could be used if you are not confident at taking everything down fast enough. The minutes can then be written up at a later date.

• Begin by making a note of the time of the meeting, number of people present and also a list of absentees. You may wish to circulate an attendance sheet.
• The introduction should contain the company name, reason for the meeting and the agenda.
• Since minutes have to be placed in chronological order, take down the time details.
• Make notes immediately after the meeting when all points and observations are fresh in the mind.
• Using fewer words is the best way to improve your business English. It is best to use shorter sentences and simple past tense to write your report. It is important that your report is easy to read and doesn’t use unnecessary jargon or complicated words.
• You need to make a note of all motions and ideas that have been mentioned in the meeting, giving details of who voted for and against what motion.
• At the end of the report note down the date, time and agenda for the next meeting.
• Run a spell check and grammar check to ensure all your copy is written in good, clear English.
• The person who makes the minutes is also expected to mail it to all concerned persons. This will include absentees who will need to be updated with the details of the meeting.