Knowing how to write minutes is well within your reach

Knowing how to write minutes is well within your reach

If you have been elected to take minutes in a committee you’re a part of you have been given a large responsibility. Learning how to write minutes isn’t particularly hard, but if you miss the faintest of detail which could be vital, you put yourself at the risk of losing your position or creating misunderstandings between the attendees and people who couldn’t attend the meetings. Knowing the correct format, learning a shorthand and working on your summarizing and selection skills are all vital in ensuring that you are very well equip when it comes to taking effective minutes. Knowing how to write minutes is something that could be learnt as well as worked on to become better as soon as you’ve acquired the skill.

You should start with having the company’s name at the top, followed by the type of meeting. The type of meeting when you’re trying to learn how to write minutes is either annual, regular or called because of a special occurrence that needed to be discussed by all the members of the meeting. Then the date, place and time the meeting starts and ends needs to be displayed. Then the name of the chairman and secretary needs to be displayed. After that the previous meeting’s minutes (if they haven’t already been approved) should be approved by all the parties. Then your new minutes should start. It is important that your minutes are accurate, but should not be word-for-word. This will make it very hard to keep up with the meeting and might belabour the process quite a bit. You want to display your minutes in a shorthand format so that you can retype them thoroughly at home when you have time to do so.

It is important to make sure that as the person taking minutes you do not have a large role in the discussions. If you do you might feel inclined to deliver biased notes and include and exclude things based off what you feel is right and not right. This is very wrong as someone taking minutes should be very impartial and taking minutes shouldn’t be a subjective task, but rather an objective one. This means that all the information you include is fair, true and without bias. The only way you can ensure that is if you have no stake or stance on the topics up for discussion in the meeting. This is truly crucial and will be emphasised by anyone or any guide that wants to teach you how to write minutes. Writing minutes is a very important job and many large decisions hinge on it.

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