How to Make Minutes Template

Meeting minutes may be considered as official records. What this means is that an assistant or meeting attendee needs to learn how to take meeting minutes and be prepared and accurate when minute taking.

What can you do to be prepared?

1. It’s important to request a meeting agenda and a list of attendees before the meeting. This will allow you to have a general idea of topics for discussion before walking into the meeting.
2. In most cases, a recording device is allowed in meetings. In a technology driven era, the recording device can be a laptop, table, phone or tape recorder. It is probably wise to ask your boss if it’s allowed.
3. Generate a sign in sheet to have the attendees pass around and sign in. In the case where you do not know an attendee, feel free to ask them to introduce themselves. This is important as you refer back to your notes and the recording to identify the speaker.
4. As the meeting begins, write down the start time.
5. Write down the end time of the meeting, as this will be another detail that will need to be included in the meeting minutes.

Details to Look For When Minute Taking

Learn how to take minutes during the meeting by paying close attention to motions. A motion is when an attendee is requesting a proposal for action, normally by saying ‘I move’ or ‘I motion’. Take note of who said it and the motion. This is a very important item as it will be referred back to in subsequent meetings or follow up meetings. 

Keep any handouts passed around during the meeting. These can be helpful when getting ready to write the minutes and used as reference for terminologies, departments, etc. Some details that you may not already know. 

If time permits, it is always recommended for you to write your minutes as soon as possible.

The Meeting Minutes Sections:

• Meeting Date
• Subject
• Type of Meeting
• Location
• Start Time
• End Time
• Chaired By
• Attendees
• Copied To
• Minutes Prepared By
• Meeting Minutes
• Action Items