How to Take Minutes at a Business Meeting

Instructions
Things You'll Need:
Portable Tape Recorders
Blank Tapes
Notebook Papers
Computers
Taking Minutes
1
Obtain the meeting agenda,
minutes from the last meeting,
and any background documents
to be discussed. Consider using
a tape recorder to ensure
accuracy.
2
Sit beside the chairperson for
convenient clarification or help as
the meeting proceeds.
3
Write "Minutes of the meeting of
(exact association name)."
4
Record the date, time and place
of the meeting.
5
Circulate a sheet of paper for
attendees to sign. (This sheet can
also help identify speakers by
seating arrangement later in the
meeting.) If the meeting is an
open one, write down only the
names of the attendees who
have voting rights.
6
Note who arrives late or leaves
early so that these people can be
briefed on what they missed.
7
Write down items in the order in
which they are discussed. If item
8 on the agenda is discussed
before item 2, keep the old item
number but write item 8 in
second place.
8
Record the motions made and
the names of people who
originate them.
9
Record whether motions are
adopted or rejected, how the
vote is taken (by show of hands,
voice or other method) and
whether the vote is unanimous.
For small meetings, write the
names of the attendees who
approve, oppose and abstain
from each motion.
10
Focus on recording actions taken
by the group. Avoid writing
down the details of each
discussion.
Transcribing Minutes
1
Transcribe minutes soon after
the meeting, when your
memory of the event is still
fresh.
2
Follow the format used in
previous minutes.
3
Preface resolutions with
"RESOLVED, THAT..."
4
Consider attaching long
resolutions, reports or other
supplementary material to the
minutes as an appendix.
5
Write "Submitted by" and then
sign your name and the date.
6
Place minutes chronologically in
a record book.