Taking Minutes forms an essential part of most meetings.
Their purpose is firstly to record action points, i.e., what actions have been decided upon, who is responsible and what the milestones and deadlines are. Secondly they record summaries of the discussions held at the meeting.
Taking minutes is a skilled job because the minute taker has to follow what can be confusing and inarticulate debates and summarise accurately what was said.
After the meeting the minutes should be checked with the chairperson to confirm accuracy and then circulated to all attendees and anyone else affected by any decisions taken at the meeting.
Use agreed dates to send a copy of the minutes to all attendees after your meeting through your saved event file. One single email can be sent to everyone present at the meeting, plus anyone else who needs to be informed.
Minutes are required in order to:
• confirm any decisions made
• record any agreed actions to be taken
• record who has been allocated any tasks or responsibilities
• prompt action from any relevant attendees
• provide details of the meeting to anyone unable to attend
• serve as a record of the meeting’s procedure and outcome