Congratulations: you have just been elected secretary of the committee you belong to! Do you know how to take minutes, prepare them and present them according to Robert's Rules of Order, the bible on formal meeting procedures? Keeping track of the notes of what happens during business meetings is very important. Here's what you need to do.
Steps
Part 1 of 4: Prepare Early
Step 1. Learn the criteria for organizing a meeting
If the Secretary is expected to take formal notes, ask if the group follows Robert's Rules of Orders or a different guide. In more informal settings, you will need to ask what should be included in the minutes or how it will be used.
- It is not necessary to become fully familiar with all the rules of the style guide. However, purchasing a copy (or borrowing the President's) can be helpful in answering specific questions.
- Get to know the role as well. Some Secretaries do not attend the meeting, while others take notes and contribute to the discussion. In both cases, the Secretary does not have to be someone who has another important role, such as that of President or Facilitator.
Step 2. Prepare a template in advance
The minutes of each meeting will contain a lot of information. A template creates a consistent format that can be easily referenced. Include space for the following information as a minimum:
- Organization name.
- Type of meeting. Is it a regular weekly or annual meeting, a committee meeting, or a meeting called for a special purpose?
- Date, time and place. Leave space for the start and end times (call and update).
- Name of the President or meeting leader and name of the Secretary (or their substitutes).
- List of "participants" and "absentee justifications". This is a fancy term for the time sheet. Write down if there is a quorum (the number of people sufficient to vote).
- Space for your signature. As an editor of the minutes, you will always sign your work. An additional signature may be required upon approval of the minutes, according to the organization's criteria.
- An agenda, if provided. If the President or the Facilitator of the meeting has not asked you to draw up the agenda, you should have one available upon request. Having a reference will help you organize your minutes.
Step 3. Carry a notebook or laptop
You need to make sure you are comfortable with everything you bring with you. If you often write minutes, you need to set aside a notebook for this purpose or create a folder on your computer.
- If you took notes at a previous meeting and they weren't submitted for approval, be sure to take them with you.
- While an audio recorder can help you transcribe minutes later, it's not a substitute for note-taking. If you record the meeting, make sure everyone agrees and don't give in to the temptation to create a verbatim transcript.
- A shorthand form of shorthand speeds up writing, but you don't need to be able to transcribe every word in order to write a record. In fact, you should avoid doing this.
- If you are asked to take notes publicly during the meeting, use an overhead projector or presentation easel. Make sure you can take your notes home without smudging later, so you can write them down on the record.
Part 2 of 4: Take Notes During the Meeting
Step 1. Hand out a time sheet
As soon as everyone is present, distribute a single sheet (more than one for very large meetings) with space for each person to write down their name and contact information. You can use it after the meeting to fill out the attendee section on the template or pin the signature sheet on the completed minutes.
If you are familiar with many of the people present, draw a seating chart instead and fill it out while asking everyone to introduce themselves. Keep this handy when taking meeting notes so that you can refer to people by name when appropriate (as discussed below)
Step 2. Fill out your template as much as possible
While waiting for the meeting to begin, record the name of the organization, the date and place of the meeting and the type of meeting (for example, a weekly meeting of the executive committee, a meeting of the special committee, etc.). When the meeting begins, write down the time.
- • If you don't have a template, record this information at the top of your meeting notes.
- If the meeting was held for a specific purpose or at a special time, save the notice sent to members. You should attach it to your notes after you have transcribed them.
Step 3. Write down the result of the first part
More formal meetings will start with a motion to adopt an agenda, so this passage will use that as an example. If the meeting starts with a different motion, just make sure you record all the same relevant information:
- The exact wording of the beginning of the motion "Begins". This intention is usually "Begin discussion of this agenda".
- The name of the person submitting the motion (promoter).
- The result of the vote. If the vote is successful, you will need to write "motion passed". Otherwise, write "motion rejected".
- You can ask that longer motions be submitted in writing if it is not possible to transcribe them accurately. If this is a recurring issue, ask between meetings if it can become official practice for motions over a certain number of words.
- If you have drafted the agenda, you can be the initiator of this motion, as well as the secretary of the minutes. Okay: as long as you remain objective, there is no problem writing down your actions.
Step 4. Write down the other motions throughout the meeting
Listen carefully to all discussions, but (unless otherwise instructed!) Do not write them down. When a new motion is made, write down the relevant information.
- Remember: each motion should include the exact wording of the proposal, the name of the promoter and the result of the vote.
- Some motions require a supporter before moving on to the vote. If someone says "I approve" or similar, you have to write down their name.
- If you don't know the promoter's name or need to repeat the motion, politely interrupt the meeting to ask. Writing down the information accurately is important enough to warrant a small interruption.
- If a motion is changed, simply change the wording of the proposal in your notes. Unless the change is controversial and causes a lot of discussion, there is no need to note that a change has occurred.
Step 5. Listen to the reports and get copies
Whenever a report, news bulletin, or similar item is read aloud, record the name of the report and the person reading it (or the name of the subcommittee that wrote it). If there is a motion attached, write it down as you would any other motion.
- It is more practical to get a copy after the meeting is over. Take notes to ask the reader or meeting leader (Chair) for a copy later. You will attach a copy of each report to the minutes once they are transcribed.
- If copies are not available, note where the original document is stored instead. You may need to ask for this information after the meeting.
- If a member submits a report verbally (as opposed to reading it from a written document), you must write a short, objective summary of the report. Do not go into specific details or quote the author verbatim.
Step 6. Record the actions taken or assigned
This includes "checks" on assignments from the last meeting as well as new actions. Did someone have to write a letter? Write down his name and instructions.
- Depending on the formality of the meeting, many of these actions may fall under the heading of "motions". For less formal meetings, you may need to keep your ears open for less clearly organized decisions as well.
- Include a brief mention of the reasoning for a decision if one has been given.
Step 7. Record all agenda items and decisions made
Whenever an objection is made to a procedure, note the complete objection and the reasons for it, as well as the entire decision made by the President.
Be sure to include any references to the aforementioned guide, the organization's charter or company protocols
Step 8. Only if required, write down discussion summaries
Officially, the minutes are a record of what has been done, not what has been said. However, you must meet the specific requests expressed by the organization.
- When you write down the discussion, you need to be as objective as possible. Include concrete points, not opinions, and minimize the use of adjectives and adverbs. Your goal is dry, factual and boring writing!
- Do not refer to people by name during the brief discussion. This is especially important during "overheated" discussions, as it could cause offense.
Step 9. Get to the end of the meeting
Record the meeting update time. Remember to collect all copies of the reports or have them sent by someone.
Skim your notes to see if there is anything missing or that needs clarification. If you need to ask someone a question, do it now before you leave
Part 3 of 4: Write down the minutes
Step 1. Start this action as soon as possible
You'd better write down the official minutes immediately after the meeting, when the events are still fresh in your mind.
Step 2. Use a computer to write down meeting notes
You may have already done this if you used a laptop at the meeting. Save your notes and start a new document for minutes so you can compare notes and minutes side by side.
Step 3. Format your notes in clean paragraphs
Any new motion, decision or warning should be contained in a paragraph. When you format them, make sure you:
- Use correct grammar and spelling. If necessary, use a spelling checker.
- Use the same time for everything. Use the past or the present, but never switch between them in the same document.
- Be as objective as possible. Your opinion should never be deduced from the minutes. You are attempting to create an objective description that anyone can use.
- Use simple and precise language. Any vague language should be replaced with precise wording. Flowery descriptions should be avoided entirely.
- Include only actions taken, not discussions. Unless you have been asked to jot down discussions, you should focus on what was done, not what was said.
- Number the pages for ease of reference.
Step 4. Distribute your draft
When you have written it on the computer, send it to each participant. Send a copy to each member using the contact information marked on the sheet. If you don't have their contact information, the meeting chairman should be able to reach them.
Step 5. Get the minutes approved
You may be asked to read the minutes aloud at the next meeting and submit them for approval. If the motion passes, note that the minutes have been approved.
- If the minutes are corrected before they are accepted, make changes in the document and finally indicate that the minutes have been corrected. Do not describe specific fixes.
- If a motion is made to correct the minutes after they are accepted, include the exact wording of that motion in the relevant minutes and specify whether or not it is approved.
Part 4 of 4: Using Templates
Step 1. Visit a website that provides a collection of templates
These templates already set up will allow you to save time in preparing your report, as well as reduce possible errors.
Step 2. Take some time to visit all the sites
Use their search function and browse through the available options to find the solution that best suits your needs.
If you need a specific model - general or standard, for example - search those specific sites for your needs. Once you have found the right model, download it by clicking on the "download" or "Use model" buttons. Make sure you save it in a place where it will be easy to find so that you always have it close at hand
Step 3. Open the file
Once downloaded, unzip the file and open it in Word, Excel or similar programs. To always have the best quality, always open it with the most up-to-date version of the software you use. Having it always updated allows you to manage it easily and use the most advanced versions.
Step 4. Add the company logo to the header, as well as the copyright notices
Delete the sample logo, but be sure to read the terms of use of any website you download the template from. There is no need to complicate your life with unnecessary legal problems, right?
Step 5. Change the title
In the title area, highlight the words "Meeting / Group" and type the actual title for the report.
Step 6. Change the theme (optional)
To spruce up your minutes or to make it more professional, consider changing the colors or choosing a theme that's already set up. It's a very simple operation: find the "Page layout" tab (or similar) and navigate through the options until you find the "Colors and Theme" section. From there you can customize the look of the chosen model. You could perhaps match the theme colors to the company logo.
Step 7. Rename the various sections of the model
There should be several fields. You may need more, maybe less, or you may not like the way they are labeled. Customize everything according to your needs and preferences.
Step 8. Save the template to your laptop so you can take it to meetings to take notes
If you continue to use Microsoft Office, things should be quick and easy; you should also be able to follow the meeting in a much more organized and precise way than usual. Alternatively, you can print the template to write your notes by hand; however, be sure to maintain the height of the various fields so that you can write down as much information as possible, as needed.
Step 9. Review and correct your model
Congratulations! The template for your report is ready. Productivity and accuracy during meetings should increase exponentially now that you have a model as a reference to organize your thoughts. As with any other project, examine the details of the template created to see if there are things that are missing or to make clearer. Once you have ensured that everything is in order, the template is ready to be finalized for use in subsequent meetings.
Advice
- Write down your minutes on your computer as soon as the meeting is over. It is best to do this when the events are still fresh in your mind. In addition, after the meeting it is important that participants receive a written copy of their assignments as soon as possible.
- Ask participants to write down their proposals. You'll save yourself a headache of trying to paraphrase someone else's ideas.
- Keep the minutes filed in a safe place.
- It is a good idea to sit as close to the meeting chair as possible. This will allow you to hear everything and ask for explanations without having to raise your voice.
- Do not hesitate to interrupt at any time to ask for clarification.
- Describe the facts as they happen. If someone brings a topic at the beginning of the meeting and someone else picks it up later, don't put these interventions together.
- The minutes are very important. It is saved and can be referred to for many years to come. If it comes to legal matters, for example, even someone's reputation could depend on a record.
- Read some parts of Robert's Rules of Order. In particular, read the section on the functions and responsibilities of the secretary.
Warnings
- Don't put too many details in the report. Only relevant information is needed.
- The interpretations and personal feelings of the person taking the minutes must not be included in the document.
- If part of the meeting is covered by attorney-client confidentiality, do not record this part. Instead, he notes that "we inform that the discussion falls under the law of lawyer-client confidentiality and therefore it is not recorded."
- If you are asked to write it down instead, take a "separate" minutes and file them separately from the minutes of the general meeting. Make it confidential and indicate who can access it.
