Meeting minutes are used to remind those who attended the session of the important decisions, timetables, projects, ideas and other information provided during the meeting. When taking meeting minutes, listen carefully to each attendee and take note of ideas, decisions or key points offered. Create a meeting minutes template in advance to you to take organized notes on each topic addressed. Ask questions to clarify confusing issues during and after the meeting. Compile your notes into official meeting minutes while the meeting is still fresh in your mind.
1. Compile background information before the meeting to better understand meeting topics. Ask for advance copies of slide show presentations, handouts and other materials from speakers. Make a list of those attending the meeting or pass an attendance sheet around during the meeting so you can include the names in the official meeting minutes.
2. Create a meeting template that includes space for the time and date of the meeting, purpose, names of facilitators and the meeting duration. Fill in this information before the start of the meeting. Also ill in the duration of meeting at the end. List each discussion topic and provide enough space to take notes. Number template pages to avoid confusion when creating official meeting minutes. Create meeting templates on paper or electronic word processing document if taking notes using a laptop computer.
3. Listen carefully during the meeting. Record information pertaining to each topic in the corresponding section on your template. Include only pertinent information, including suggestions, complaints and resolutions along with the names of those actively involved in the conversation. Include key points made during a presentation. Record new tasks, product development ideas, timetables for project completion and list all important decisions made.
4. Review your notes quickly before the meeting is adjourned. Ask follow-up questions immediately while those attending the meeting are still available to clarify any questions you may have.
5. Create a list of official meeting minutes using the notes and presentation materials collected during the meeting as soon as possible. Review meeting minutes with another attendee or facilitator to determine if the information is accurate and complete. Distribute official meeting minutes to those who attended the meeting.
- Meeting template
- Presentation materials
- Recording device
- Use a recording device during long presentations or meetings with multiple speakers to ensure all pertinent information is included in meeting notes along with the names of those who presented.
- Do not participate actively in the meeting if taking notes. Participating in the meeting diminishes your capacity to listen and take effective notes.
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