How to Take Meeting Minutes

Understand your organization's meeting policies. If you are tasked with preparing formal meeting minutes, ask whether your organization follows "Robert's Rules of Order" or another guideline. If there is no requirement for formal minutes, inquire about the expected content and purpose of the meeting notes.

• As the minute-taker, you don’t need to be familiar with all the Rules of Order. However, request a copy (or borrow one from the chairperson) to help you address specific questions.
• Clarify your role. Some secretaries take minutes without actively participating in the meeting, while others both record and contribute to discussions. In either case, the secretary should not chair or play a leading role in the meeting, such as being the president or organizer.

Prepare a meeting minutes template in advance. Typically, meeting minutes contain similar information. A standardized template will make note-taking easier. Leave space to fill in the following details:

• Organization name.
• Type of meeting. Is it a weekly or annual meeting, a small group gathering, or a special-purpose assembly?
• Date, time, and location. Leave space to note the start and end times.
• Name of the chairperson or meeting leader and the secretary (or representative).
• List of attendees and absentees. This is essential for the attendance record. Note whether the meeting meets the quorum (minimum number of participants required for voting).
• Space for your signature. As the minute-taker, you must always sign the minutes you prepare. Depending on your organization's policies, you may also need to sign once the minutes are approved.
• Meeting agenda, if available. If the chairperson or coordinator doesn’t provide one, request a copy. Reviewing the agenda beforehand will help you take notes more effectively.

Bring a notebook or laptop. Use the tool you’re most comfortable with. If you frequently take meeting minutes, dedicate a notebook for this purpose or create a specific folder on your computer.

• If you have draft minutes from a previous meeting that haven’t been approved yet, remember to bring them along.
• A recorder can help capture details but shouldn’t replace written minutes. If you record the meeting, ensure you have consent from attendees and avoid transcribing the recording verbatim.
• Learn shorthand techniques to speed up your note-taking, but avoid writing down every single word.
• If required to take notes publicly during the meeting, use an overhead projector or an A-frame easel. Ensure your notes remain legible so you can type them up later.

Distribute an attendance sheet. As soon as everyone arrives, hand out a sheet (or multiple for larger meetings) with space for names and contact details. You can also do this before the meeting ends to complete the “attendees” section of your minutes template or attach a signed copy after finalizing the minutes.

• If you don’t know many attendees, sketch a seating chart and fill in details as people introduce themselves. Keep it nearby during the meeting to reference names as needed (as discussed below).

Fill in as much information as possible on your pre-prepared template. While waiting for the meeting to start, note the organization’s name, meeting date, location, and type (e.g., weekly board meeting, special council meeting, etc.). Once the meeting begins, record the start time.

• If you don’t have a template, write this information at the top of your meeting minutes.
• If the meeting is convened for a special purpose or held at an unusual time, keep a copy of the notice sent to members. Attach it to the finalized minutes.

Record the outcome of the first agenda item. Most formal meetings begin with the adoption of the agenda, so this step uses that motion as an example. If the meeting starts with a different motion, ensure you record all relevant details similarly:

• The exact wording of the motion, typically "I move to adopt the agenda for this meeting."
• The name of the person making the motion (the mover).
• The voting result. If the motion passes, write "motion carried"; if not, write "motion failed."
• If you cannot accurately capture lengthy discussions, request written summaries. If this is a recurring issue, consider pausing the meeting if there’s a policy limiting discussion time.
• If you drafted the agenda, you can both move the motion and act as the secretary. Pausing the meeting briefly for accurate recording is perfectly acceptable.

Record other motions throughout the meeting. Listen attentively to all discussions but only note motions unless instructed otherwise. As the meeting shifts to new topics, document all relevant details.

• For each motion, accurately describe the topic, the mover’s name, and the voting outcome.
• Some motions require a seconder before voting. If someone says, "I second the motion…" or similar, note their name as the seconder.
• If you don’t know the mover’s name or need the motion repeated, politely interrupt to ask. Accurate recording is crucial, so brief interruptions are acceptable.
• If a motion is amended, update your notes accordingly. Only note the amendment if it sparks significant debate.

Listen and obtain copies of reports. For any reports, updates, or similar documents presented during the meeting, note the document’s title and the presenter (or the drafting department). If discussions follow, record them as you would other motions.

• It’s practical to obtain copies of these reports by the end of the meeting. Request them from the presenter or the chairperson and attach them to the finalized minutes.
• If copies aren’t available, note where the original documents are stored. If unsure, ask for this information after the meeting.
• If a member delivers an oral report (rather than reading from a document), summarize the main points and topics. Avoid detailing specifics or quoting verbatim.

Document actions taken or tasks assigned. This includes reviewing tasks from previous meetings and noting new assignments. Was someone tasked with writing a letter? Record their name and the instructions given.

• Depending on the meeting’s formality, many actions might be overlooked as "new business." For informal meetings, listen carefully for less explicit decisions.
• Summarize the reasoning behind decisions if discussed during the meeting.

Record all rulings and decisions. Whenever an objection is raised, document the objection’s content, its basis, and any rulings made by the Chairperson.

• Note any references to "Robert’s Rules of Order," organizational bylaws, or company policies.

Only summarize discussions when requested. Typically, meeting minutes document what was done, not what was said. However, follow your organization’s specific requirements.

• When summarizing discussions, remain as objective as possible. Use concise, neutral language, avoiding personal opinions and minimizing adjectives and adverbs. Your minutes should be “dry,” “factual,” and “boring”!
• Avoid naming individuals in discussion summaries. This is especially important during heated debates that could lead to conflicts.

Conclude at the end of the meeting. Record the meeting’s end time and ensure you collect copies of reports or remind someone to send them to you.

• Review your notes to check for omissions or unclear points. If you need to ask someone, do so before they leave.

Start this process as soon as possible. It’s best to draft the official minutes immediately after the meeting while the details are still fresh in your mind.

Type up the meeting minutes. You may have already done this if you used a laptop during the meeting. Save your notes and open a new document to transcribe the minutes, allowing you to compare your notes with the final version.

Revise your notes into coherent paragraphs. Each topic, decision, or procedure should be presented in separate paragraphs. While formatting, ensure the text:

• Is free of spelling and grammatical errors. Use a spell-check tool if necessary.
• Maintains consistent verb tense. Stick to either past or present tense and avoid switching between them.
• Remains as objective as possible. Never include personal opinions. Strive to create an unbiased record for everyone’s use.
• Uses simple, precise language. Replace ambiguous terms with clear, accurate wording. Avoid flowery descriptions entirely.
• Focuses on actions taken, not discussions. Unless instructed otherwise, document what was done, not what was said.
• Includes page numbers for easy reference.

Distribute a draft of the meeting minutes to all attendees. Use the attendance sheet to send a copy of the minutes to each participant. If you lack their contact details, seek assistance from the meeting chair.

Seek approval for the meeting minutes. You may be asked to read the minutes aloud at the next meeting for formal adoption. If approved, mark the minutes as such.

• If revisions are made before approval, update the document and note at the end that the minutes have been amended. No need to detail the changes.
• If a motion is amended after approval, accurately describe the action in related minutes and clarify whether the motion was adopted.

Refer to websites offering meeting minutes templates. Pre-designed templates save time and reduce the likelihood of errors during preparation.

Take time to browse through each website. Use the search function and explore options to find the meeting minutes template that best suits your needs.

• If you need a specific type of template—general or standard—use your criteria to search the site and download it by clicking the “download” or “use template” button. Save it in an easily accessible location to avoid misplacing it.

Open the file. After downloading the template, extract and open it in Word or Excel. For the best quality and usability, use the latest version of MS Word. Regular updates simplify tasks and allow you to utilize new features optimally.

Insert your company logo and copyright information in the header. Remove any placeholder logos—ensure you read the terms of use for any website you use to download templates. This helps avoid unnecessary legal complications.

Modify the title. In the header section, highlight the words "Meeting/Group" and replace them with the actual title of your meeting minutes.

Change the background (optional). To make your template look more polished and professional, consider altering the color scheme or selecting a pre-designed theme. Simply navigate to the “Page Layout” tab, then find “Colors and Themes.” There, you can customize the effects for your template. You can even match the background color to your company logo.

Label the sections of your template. Some fields may already be named in the template you downloaded. You might need to add, remove, or rename sections to better suit your meeting requirements. Customize them to align with your specific needs.

Save these templates on your laptop to start taking minutes. If you’re using Microsoft Office, the process will be quick and straightforward, allowing you to record meeting minutes more systematically and accurately. Alternatively, you can print the template for handwritten notes, but ensure there’s enough space to include all necessary details.

Review the template. Congratulations! Your meeting minutes template is now complete. Your productivity and accuracy in documenting meetings will improve significantly, as you now have a structured guide to organize your notes. For any task, skim through the template to ensure no details are missing or unclear. Once everything is in order, your template is ready for use in upcoming meetings.

• Finalize meeting minutes immediately after the meeting ends. It’s best to do this while the details are still fresh in your mind. Participants also need a copy of the action items as soon as possible.
• Sit as close to the chairperson as possible. This makes it easier to hear everything and request clarifications without interrupting.
• Ask participants to write down their topics, so you don’t have to record everything on the spot.
• Store meeting minutes in a secure location.
• Don’t hesitate to interrupt and ask for clarification at any time.
• Meeting minutes are crucial. They are archived and can be referenced for years. For example, in legal matters, someone’s reputation might depend on those minutes.
• Read relevant sections of Robert's Rules of Order, especially the guidelines for secretaries.
• Record minutes objectively and honestly. If a topic is raised twice, document it separately.

• Avoid including excessive details in the minutes. Even if asked to document discussions, focus on summarizing key points. Limit yourself to capturing the main ideas without delving into unnecessary explanations, or you risk becoming overwhelmed by irrelevant details.
• Never insert personal interpretations or emotions into the minutes.
• If a portion of the meeting falls under attorney-client privilege, do not record it. Instead, note that "the attorney stated the content is privileged. This portion was not documented."
• If required to document confidential discussions, such as between an attorney and a client, create a separate record and store it apart from the general meeting minutes. Label it as “Confidential” and specify who has access to it.