11. MINUTES OF MEETING
a written record of the conversation and
decisions that are made over the course
of a meeting
12. MINUTES OF MEETING
They are a record of a group’s decisions and actions
They are a reminder of who was given assignments
They are evidence of deadlines
They are a benefit for people who are absent when
decisions are made
13. MINUTES OF MEETING
What’s in?
title of the group that is meeting; the date, time, and venue; the names of
those in attendance (including staff) and the person recording the minutes;
and the agenda. The minutes should follow the order of the agenda.
What's Out
Avoid direct quotations; even without a name, the speaker may be
identifiable. Don’t report details of discussions, especially who said
what. When items not on the agenda are discussed, note simply
that “time was provided for members to discuss items not on the
agenda.”
15. MINUTES OF MEETING
1. Note-taking
Date
Time
Venue
Facilitator
Participants
Agenda
Actions
Expectations
16. MINUTES OF THE MEETING
1. Note-taking
Tips:
1. Create an outline.
2. Check-off attendees.
3. Record decisions.
4. Ask for clarification.
5. Don’t try to capture it all.
6. Record it.
17. MINUTES OF MEETING
2. Writing minutes
Language structure:
use past tense of the verb
19. MINUTES OF MEETING
2. Writing minutes
•The Chairperson stated that ….
pointed out
clarified
20. MINUTES OF MEETING
2. Writing minutes
Sentence structure:
Active voice vs Passive voice
Varying structure
21. MINUTES OF MEETING
2. Writing minutes
The Chairperson introduced the item by….
The item was introduced by….
It was decided that the budget for (the activity)
will be increased by 10%.
22. MINUTES OF MEETING
2. Writing minutes
•After outlining the background to the item, the Chair made the
following main points ….
•In response, the (facilitator) explained ….
•The (facilitator) stated that … to answer the raised question.
23. MINUTES OF MEETING
2. Writing minutes
•After outlining the background to the item, the Chair made the
following main points ….
•In response, the (facilitator) explained ….
•The (facilitator) stated that … to answer the raised question.
24. MINUTES OF MEETING
2. Writing minutes
Follow the agenda items
Be objective
Write in the same tense throughout
Avoid using names other than to record motions and
seconds.
Avoid personal observations — the minutes should be solely
fact-based
• Edit to ensure brevity and clarity
25. MINUTES OF MEETING
2. Writing minutes
When to write the minutes of meeting?
“Once the meeting is over, it’s time to tidy up your
notes and distribute them to your team. The best time
to do this is directly after the meeting while everything
is fresh in your mind. This decreases the chance of
mistakes and allows you to reach out to meeting
participants if you have questions.” -G2