How To Organise A Meeting - Minutes
May 1st, 2006 by Jennine
We are now at the final stage and the most important one. Everything is set up you are all organised, the meeting is about to start and you have no idea how to actually take the minutes.
The key to taking minutes is to make sure you document the main discussion, points and definitely ensure that you have the recommendations word perfect. This is where the tape recorder comes in handy as it will capture all the discussion and you can use it to boost your memory come time to writing up your information.
Key words are essential to jog your memory. I would suggest taping the meetings until you are comfortable writing the minutes. A good way to practice is listening to the radio and minuting the news or the broadcaster, this will help you create your own shorthand and what you deem to be the important elements of discussion.
Once the meeting is over as soon as practicable type of the minutes. Do it while it is still fresh in your mind and in the Chairperson’s mind. As soon as you have typed up the minutes and have them in the correct format, proof read them, then ask someone else to proofread them. Once all the errors and kinks are out, issue the Chairperson with your minutes and ask them to check over your minutes. They will be able to assist you with what information you may have missed or it may be that you have too much information.
Either way, taking minutes is always a difficult task as what you deem to be necessary may not be the same to someone else. As long as you have the recommendation, who moved the motion, the seconder and whether it was passed or not, you have done a great job.
Once the Chairperson has given his approval, issue the minutes to the attendees and to other individuals as required by the protocols and relax until the next meeting.
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