Before the Meeting ...
- Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder.
- Make sure your tool of choice is in working order and have a backup just in case.
- Use the meeting agenda to formulate an outline.
- Record names of those in attendance. Pass around an attendance sheet if necessary.
- Note the time the meeting starts. Note late-arrivals.
- Write down the main ideas presented. Don't try to write down every single comment -- just the important concepts. The more detailed you are, the better.
- You can paraphrase the comments made by speakers; quote accurately, if possible.
- Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion.
- Make note of any motions to be voted on at future meetings.
- Make note of any action items – what general tasks have been decided on? Who is responsible for specific items? What is timeline for tasks?
- Note the ending time of the meeting.
After the Meeting ...
- Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind.
- Make sure that you summarize concisely and accurately -- remember that you don’t need to capture every utterance, but that your goal is to record the most important interactions, transactions, and communications.
- Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting.
- Include the time the meeting began and ended.
- Proofread the minutes before submitting them.
- Submit them to team members promptly.
- Keep your notes and drafts until the minutes have been approved.