Yes! Recording the minutes of meetings is vital and should be done to the highest standards to maintain good business communications. They are also required by law in circumstances such as limited companies or companies with shareholders.
So how can you be sure that you are taking minutes properly and what should be included?
Depending on the business you are in, minutes should take up two pages at least. Having said this there is no hard and fast rule as to a word-count! Essentially what you are trying to achieve is to capture the essence of the meeting, what was discussed and what decisions were made.
What does the format look like?
- Title – this is the name of your company or organisation/association
- Date
- Venue
- Record the start and end time of your meeting
What should be included?
- Agenda
- Attendees (Order of importance i.e. Chairperson, Directors, committee members, and secretary)
- Apologies: After the meeting send minutes.
- Minutes of the previous meeting
- Discussion Topics
- Decisions made
- Proposed
- Seconded
- Include a summary of reports presented at the meeting
From taking minutes over the years it has become clear that the best time to type your minutes up is straight after the meeting! This way it is all fresh in your head and you are more inclined to record accurately.
With developments in IT over the years some people may allow you to record minutes, but this is not always the case! Therefore make sure you have a cup of coffee and are well tuned in to take the best overview of the meeting!
