Writing Minutes Of A Meeting Format In Chicago
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The following are key points to take on board when writing more formal minutes. Use verbs such as 'would' rather than 'will' and 'should' rather than 'shall' to denote future action'; e.g. “The Chair would amend the report in light of the points raised”. The Committee is singular not plural.
Meeting minutes are the written record of what was discussed and decided during a meeting. They typically include the date and time of the meeting, a list of attendees, a summary of the topics discussed, decisions made, action items assigned, and the time of adjournment.
What to include Meeting date, time and location. Names of the committee or other group holding the meeting, the Chair and Secretary. List of those present, including guests in attendance, and any recorded regrets/absences. A record of formal motions and outcomes.
Typing on a laptop is the quickest, most efficient way to take effective meeting minutes. It is best to bring a backup source, like paper and pen, in case your computer suffers from a dreaded technical issue.
Be Objective: Avoid subjective comments and stick to facts. Use Bullet Points: They help in making the minutes easier to scan. Be Concise: Summarize discussions and decisions without unnecessary detail. Use Clear Language: Avoid jargon unless it's commonly understood by all attendees.
Finalizing your meeting minutes Complete your meeting notes and clarify points when necessary. Double-check that decisions and actions are precisely noted. Keep things as concise and digestible as possible. Proofread with care. Send your draft to the meeting leader before sharing it with other attendees.
End With the Next Steps A key to maintaining accountability is sending a succinct yet comprehensive meeting recap. This recap should highlight the main goals of the meeting, the decisions reached, the assigned action items, the key discussion points, and the schedule for the next meeting.
What Should Be Included in Meeting Minutes? Date and time of the meeting. Names of the meeting participants and those unable to attend (e.g., “regrets”) Acceptance or corrections/amendments to previous meeting minutes. Decisions made about each agenda item, for example: Actions taken or agreed to be taken. Next steps.
To take effective meeting minutes, the secretary should include: Date of the meeting. Time the meeting was called to order. Names of the meeting participants and absentees. Corrections and amendments to previous meeting minutes. Additions to the current agenda. Whether a quorum is present. Motions taken or rejected.
A common format for recording meeting minutes in word documents is the simple black & white meeting agenda. It is a template that makes it simple to organize and record the meeting's proceedings. The template contains information on the date, the title, the conference details, and the agenda items.
