Writing Center - Six Tips for Writing Minutes of Meetings

The Writing Center, Inc.

The Writing Center specializes in customized corporate business and technical writing programs.

Minutes of meetings provide a way to keep employees updated, track ongoing issues, and document business activities. Use the suggestions below to streamline the writing process and ensure the effectiveness of your meeting minutes: Discuss the type of notes (verbatim or summary) and of minutes required with the group's chairperson and other key group members. Devise a shell for note taking that: Outlines agenda topics. Ensures complete information (for example, provides a line to fill in who, what, when for action items). Allows ample space in margins and between topics to call out key words and add information if the group returns to a topic later. Ensure that the notes taken are a complete outline of the meeting including names, dates, and other important details. Concentrate on capturing full information rather than on selecting only main ideas. If speakers talk too fast or do not speak clearly, ask for clarification either at the time or after the meeting. Take down verbatim motions, resolutions, amendments, and other key statements. Before the group has moved on to each new topic, request any missing information (for example, who is responsible for an action item). Prepare a draft of the minutes within 24 hours of the meeting while the agenda sequence and details are fresh and clear in your mind. Spell out acronyms and abbreviations. Free Business Writing Tips in our Exclusive Weekly Newsletter ULiveandLearn and The Writing Center jointly produce a weekly newsletter of Business Writing tips exclusively for members of ULiveandLearn. Join the mailing list by going to My Learning Links and then the "User Profile Update". Click "Yes" for the Receive Free Weekly Writing Tips Newsletter option and then Submit Form.

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