how to keep minutes at a meeting?

Answer 1

Ask to see if anyone has a copy of the minutes from a previous meeting so that you can follow the format as to how it's set up.

Get a copy of the agenda before the meeting and if possible, a list of who will be running the meeting and attending it. The agenda will give you an outline of what is going to be discussed and in what order. If the agenda items are not numbered, number them on the sheet. It will make it easier to take good notes.

You will want to record the date of the meeting, the name of the organization or group, where the meeting took place and the time the meeting begins ("The meeting was called to order by the Chairman at 5:00 p.m.") You will also want to record who was in attendance and who was absent, if possible, if it's a small group. You can do this by asking for a list of who is supposed to attend and/or by having a sign-in sheet.

Some meetings are much more formal than other meetings so you'll want to find out whether they will want you to record who makes a "proposal," who seconds it and then any amendments to it. It could be "tabled" which means put on hold until another time. If it is voted on, you will need to record how the vote went. Did it pass or was it defeated? ("A proposal to build a new playground was made by Jim Smith and seconded by Jane Doe. After a discussion of the costs and location, the proposal was passed by a vote of 10 to 3, 1 person abstaining.")

Often particular people (sometimes the Chairperson of a committee) will be assigned to perform a particular task before the next meeting. You will want to write down the person's name and what they are supposed to do.

Go one item at a time down the list, ask how to spell names if you need to and don't be afraid to have someone repeat something. At the end, you will need to record what time the meeting ended. "The meeting was adjourned at 7:30 p.m."

You will sign the minutes as the recording secretary, after you type them. Then, at the next meeting, copies of your "draft" of the minutes should be passed out before the meeting starts. (Many places, have the minutes emailed or sent out a few days ahead of time. It helps people to remember what they were supposed to do!) At the meeting, people can make suggestions on correcting and modifying the minutes and then they will vote to approve them. "The minutes have been approved as submitted by unanimous vote."

Answer 2

It's hard to give answers because a detail might be important in one discussion but not in another. Here's the objective: you need to give the reader a sense of what went on at the meeting, what, in some detail, were decisions that were made, questions that came before the group and a sense of general topics discussed. In many cases it is important to know who offered resolutions or motions, who seconded those and the vote tally if there was a count or if the vote was by voice with the chair deciding the vote. You need to record the officers present and details of treasurer reports, if any, as well as general results of committee reports.

Answer 3

Guerra girl and Friend have good tips. I was once recording secretary for an organization that I belonged to and did just that. The man who followed me after my maximum term of service was over used a tape recorder and was then able to participate as well. He could then write up the minutes at his leisure without fear of having missed something.

Answer 4

Yup I am ...it's been going on for 1yr 25 days 6 hours and 37 minutes.

Answer 5

Take notes of important things said such as events n parties

Answer 6

*Time and Date in which meeting started
*Topics Discussed
*New/Old Issues
-details of issues, plans for upcoming projects, resolved issues or problems..ect...
*Discussion
*Suggestions/Comments/Questions
*Time meeting ended

Answer 7

Just take acurate notes