The meeting minutes document is a great tool to record all the information and discussions you talked about. Meeting minutes don’t mean that it records every minute of the meeting literally. In fact, it only records the important information that is vital to the participants. Don’t waste your important meeting discussions just because you all forgot it because no one was taking down notes. Read the article on how to write club meeting minutes.
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What are Club Meeting Minutes?
Meeting minutes, or also called minutes of the meeting, is a written document that records the meetings for the club members. They are a great source of information for any members who were unable to attend the previous meetings. Meeting minutes can also be used as a reference document for future decision-making within the club. are an official record of a meeting for its participants. Every meeting, especially if it involves planning within the club must have meeting minutes notes.
How To Write Club Meeting Minutes
Taking discussion notes during the notes doesn’t have to be stressful. Always remember that the main content of meeting minutes has a clear and concise summary of the meeting’s discussion of various topics and by the meeting’s conclusion, state what decisions were confirmed and agreed upon, the actions to be taken, and the members who will be responsible to it.
To help on how to follow the format of the meeting minutes, here are the following tips to guide you:
- Take note of the members that were present at the meeting and the members who were absent.
- Aside from listing down the people present (or absent) during the meeting, the meeting minutes must include the club name, the date and time of the meeting, the venue the meeting was held, the person recording the minutes, and the meeting agenda. The agenda must be accompanied by a brief summary (just a sentence long) along with the name of the club member who presented it.
- The meeting minutes of the previous meeting should be read before the meeting will start.
- After giving a brief background of the agenda, state the issues discussed and the decisions that were made. Each section must have a subheading and write a few paragraphs per topic.
- If a vote taking took place, write down the action that was made by the members. You don’t necessarily need to list each member who agreed and opposed to decisions; only take note of how many agreed and how many opposed, and add some opinions from the members that may seem relevant to the topics discussed. Be sure to avoid direct quotations when a member speaks up. Just generalized their words to avoid making your meeting minutes way too long.
- Write down the minutes as soon as the meeting wrapped, while the details that were discussed are still fresh in your mind. It’s also advisable to bring a recorder to the meeting to help you remember the things you forgot to take note of. Just be sure to inform your co-members that you are recording the meeting and will only be used for the purpose of writing the meeting minutes.
- Draft your meeting minutes in an official document. Proofread it for spelling or grammar mistakes. Make sure that you included all the relevant details discussed in the meeting. Once the document is done, send it first to the chairperson of the club to approve the meeting minutes.
Why are meeting minutes so important?
There are many benefits of why there should be meeting minutes in every meeting. Meeting minutes help remember the discussions talked about in previous meetings and help remember the agenda for the next meeting. Furthermore, it also helps the people who were not present during the meeting to know what was being discussed and this could save time to explain to them, during the meeting the topics being discussed on the previous meeting.
What makes a good minutes taker?
What makes a good minutes taker is a person needs to be a great listener. A person must be keen and must be fast enough to note down important details of the discussions in the meeting.
What tense should meeting minutes be written in?
The meeting minutes should be written in past tense and in the third person point of view.
And that’s it. Writing meeting minutes is so simple once you get the hang of it. It also helps to develop your listening and analyzing skills since you have to pay attention to the relevant information that was being discussed in the meeting and helps you take down notes swiftly. To help with writing club meeting minutes, download our sample templates provided above. They are free so you can download as many templates as you like.
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