When you take on a new role as minutes-taker or Secretary, be sure to ask the Chair of the committee or Board what their expectations are of your role during the meeting, as well as the type of detail he/she expects in the minutes. documents that are sent out with the agenda or handed out in the meeting – copies (digital or hard copy) of handouts should be stored with the meeting minutes for future reference and for sharing with those who were unable to attend the meeting (and others as determined by the meeting’s Chair).the names of all the meeting attendees, including guests or speakers.In addition, the agenda and/or meeting notice also provides information that will need to be included in the minutes, such as: What Is the Agenda of a Meeting?Īt the very least, it’s important to get a copy of the meeting agenda and use it as a guide or outline for taking notes, setting up your mom format, and preparing the minutes – with the order and numbering of items on the minutes of meeting matching those of the agenda. For example, depending on the meeting structure and the tools you use, the minutes-taker could work with the Chair to create a document format that works as an agenda and minutes outline as well. If the Chair and the Secretary or minutes-taker work together to ensure the agenda and meeting are well thought out, it makes minute taking much easier. What’s Involved With Meeting Minutes?Īs mentioned above, there are essentially five steps involved with meeting minutes:Ī well-planned meeting helps ensure effective meeting minutes. Why Are They Called Minutes of a Meeting?Īccording to Today I Found Out, the “minutes” of “meeting minutes” don’t refer to the minute measurement of time, but to the “minute” (my-newt) notes taken during meetings. minutes can serve to notify (or remind) individuals of tasks assigned to them and/or timelinesĭownload our Meeting Minute Checklist for Associations and Nonprofits with examples and learn how to take better minutes.when a meeting’s outcomes impact other collaborative activities or projects within the organization.In some cases, meeting minutes can act as a reference point, for example: Minutes are a tangible record of the meeting for its participants and a source of information for members who were unable to attend. identification and tracking of action items.decisions made (motions made, votes, etc.). After all, your committee or Board doesn’t want or need a record of its meeting proceedings minute by minute! But it is important to capture the essence of the meeting, including details such as: You shouldn’t be intimidated by the term “minutes”, since it’s actually a little misleading. Read more: 13 Meeting Minutes Templates for More Productive Nonprofit Board Meetings What Is the Purpose of Meeting Minutes? Filing or storage of minutes for future reference.
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