Minutes of Meeting: A Professional Guide and Format

Minutes are the notes that serve as the official record of what happened at a meeting. Minutes provide a written record of what was discussed and agreed at a meeting.

The “minutes” in a meetings’ minutes, have nothing to do with time, but with “small”. It is derived from the Latin?“minuta scriptura”?meaning?“small note”.?So, minutes of meetings are a reference to something small, not something that has to do with time.

There are two aspects to the skills of producing minutes:

1.????????take notes during the meeting

2.????????prepare the typescript of the minutes.

Taking Note during the Meeting

• Summarize, don’t record conversations word for word. The mouth is faster than the pen, if you attempt to write every word as spoken by contributors in the meetings. You will get lost in the process and miss out relevant information.
• Take brief and relevant notes under each agenda item. Every meeting has an agenda. The purpose for the constitution of the meeting, ensure you capture the submission on each point on the agenda.
• Be specific when it matters. This implies that there are submissions or contributions that will be reported in the language or words of the contributor. In order not to lose the rhythm or essence of the message.
• Listen carefully throughout the meeting. You cannot afford to omit vital contribution. A query in subsequent meetings on the previous minute of meetings may invalidate your record and present you as incompetent. To avoid this, you need to pay due diligence and pay utmost attention. Let your mind be in the room, while the meeting last.
• Speak up when confused at a meeting. You may as well seek clarification after the meeting by going to that person and ask about the area(s) where you are confused.
• Pay close attention to the chairman or the moderator of the meeting. Watch for the interim and final summaries for guidance.
• Use a minute template to save time.
• Take note of any other events or discussions worth of documenting for future review or history.

Preparing The Minutes of Meeting

• Put together relevant materials such as agenda, your notes and any reports or documents circulated at the meeting.
• Draft the minutes within 24hrs while the information is still fresh and you can still recall almost every word, every action.
• Keep your notes until the minute has been signed.
• Be selective – be accurate, brief and clear with your writing. To be selective does not mean you should leave out the vital information.
• Put any action to be taken in a prominent place after each item- with the name of the person responsible by it side.
• Apart from point 5 above, in general, do not attribute individual contributions to any member except their portfolio or their position in the organisation. Such as,

1. ??????????????The Chairman stated that
2. ??????????????A member observed that
3. ??????????????The head of Learning Department appealed to the organisation…
4. ??????????????A member from Accounting Department submitted as follows….

• This is to protect the integrity of the members and ensured that members are not afraid of being vilified, harassed, attacked or negatively held for their present contribution in the future. This will ensure that people will be coming forth in a meeting and meeting will be having genuine contribution from members.
• Minutes should be written in the past tense because it is a record of what was done in the past.

NOTE: Make sure that your meeting’s minutes are impartial and factual.

Things to Note when writing Minutes of Meeting

• The title of each minute should be brief but should cover the kernel of the subject (Number, Name of the Meetings, Venue, and Date)
• The thinking which influenced the decision should set out the process and precedents which led to the decision.
• The agreements/decisions/resolutions reached must be stated verbatim.
• Minutes should be numbered, and it is recommended that this should be done on continues basis for easy referencing and filing.

Read:?Principles of Setting Goals and its Importance

Template for Writing Minutes of Meetings

Minutes of the …………(Number) Meetings of the ……………………………(Name of Meetings) held on ……………………………(date) at the ……………………….(Venue)

Attendance

• Chief…………???????????????????Chairman
• Dr…………………..?????????????Director
• Barr…………………..??????????Manager
• Mr…………………..????????????Member
• Mrs……………………?????????Member
• Pastor………………..??????????Secretary

Opening

• The meeting started by ……………(Time) with prayer/group anthem/national anthem led by Mr……………………….(Name). The Chairman welcomed members to the ………….(Number) meeting of the …………………….(Name of Meeting).

Reading and Adoption of Minutes of Previous Meeting

• The…………………. read out the minutes of precious meeting and after a few corrections had been made, the motion for the adoption of the minutes was moved by ……………………… and seconded by ……………………… thereafter, the minutes were adopted by the Board/Association/Club/Organisation.

Matters Arising from the Minutes

• ??????…………………………………….
• ?????…………………………………….

Fresh Matters for Consideration

1. ??????The treasurer reported as follows………………………
2. ??????The management had approved…………………………..
3. ??????After deliberation, the board directed that…………………………….

Report from …………………….. Committee

The Chairman……………………. Committee reported as follows

• ????????…………………………………….
• ???????…………………………………….

After deliberation, the Association/Board/Club/Organisation directed that

• ???????………………………………………………
• ???????……………………………………………….

Any Other Business

• A member inquired
• The public relation officer suggested that
• The secretary observed that

Motion for Adjournment

• Motion for adjournment was moved by …………………………… and was seconded by ………………………..

Next Meetings

• The next meeting was scheduled to hold on ……………………… (date) OR
• If there is no tentative date for the next meeting, you can write as follows:
• The date, time and venue of the next meeting of………………………………..(name of meetings) will be communicated to members in due time.

Closing

• The Meeting ended with a closing prayer by …………………………..(Name) at ………………(Time)

…………………………….??????????????????????????????????????????????????…………………………………

Secretary???????????????????????????????????????????????????????????????????Chairman of the Meeting