The minutes of a meeting is an official document summarising what was discussed during a meeting. They are used typically so people who were unable to attend know what was discussed and also as future reference.
They usually outline:
- Who all attended the meeting and who was absent
- A list of the topics and a brief summary of what was discussed
- Any decisions made
- Future actions and who is responsible
Usually, anyone who is attending the meeting can take the minutes. For more formal meetings or committee meetings there is sometimes a secretary appointed to take the minutes.
Here is how to write minutes of a meeting:
Meeting details and purpose
Minutes of a meeting should start with outlining the purpose of the meeting, the date/time/location and who attended. Anyone who was invited to the meeting but was unable to attend should be listed as ‘sent apologies’.
Highlight each topic and summarise the discussion
Next, you should state each topic that was discussed and include a brief summary of what was said. Usually, each topic will match what was listed on the agenda unless anyone added any last-minute topics.
There is no need to write word for word what everyone said but it is helpful to briefly summarise the key discussion points. It’s best to avoid including any personal observations and instead stick to facts. Try to be as accurate as possible and present the discussion in a balanced way. Be sure to include any decisions made, any announcements, any future actions and any deadlines agreed upon.
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List any actions
It is a good idea to list any actions that have been agreed upon as a result of the meeting. Include the person or team responsible and when this should be completed by.
Including a separate list of actions means people can easily identify any tasks they are responsible for and everyone can keep track of all the deadlines.
If it is a recurring meeting can also include any information about the next meeting such as the proposed date and any deadlines due before then.
Distribute the minutes
Send a copy of the minutes to everyone who attended, who was invited to the meeting and anyone else who should receive a copy. Give people an opportunity to make any amendments to the minutes or correct any errors.
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