There are different ways to take notes during the meeting. You should also note any ‘apologies for absence’.
Writing the minutes of the meeting how to#
A good chairperson will ask them to introduce themselves in any case, but a written note will help you distinguish Alan from Allen, Catherine from Kathryn, and Thomson from Thompson for example, as well as letting you know how to spell unusual names. If you don’t know them, pass around a blank sheet for them to write down their names, organisations and email addresses if appropriate. Make sure you have a copy of the previous minutes for reference it will help when noting progress – or otherwise – on follow-up actions. At the same time, ask them if there are any particular issues you should be aware of during the meeting. If the meeting is one of a series, and the previous minutes are in ‘long-form’, do check with the meeting chair that it is acceptable for you to write ‘short-form’ minutes only. Short-form minutes are much easier to write, and arguably more useful. However, some formal university committees, and many voluntary-sector organisations such as sports clubs, still use ‘long-form’ minutes, with full reports of committee discussions. Most professional minutes are now in ‘short-form’, with summaries of each agenda item and agreed actions only. If the meeting is one of a series, check the previous minutes for the format expected. So you have been asked to take the minutes of a meeting? Here are some tips and techniques to do this effectively.
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