What are Meeting Minutes?

Meeting minutes refer to the official written record of what was discussed, decided, and accomplished during a meeting. They also serve as a formal document that logs actions, decisions, responsibilities, and even voting outcomes, instead of a verbatim transcript of meeting conversations.

Well-written minutes allow individuals not present in the meeting to know what happened and have an auditable trail that can be used for any legal, regulatory, or governance purposes. For board and committee meetings, minutes are typically referenced during audits, litigation, and compliance reviews.

Why are meeting minutes important?

Meeting minutes serve as a governance mechanism rather than solely being routine admin’s work. Well-developed meeting minutes can:

• Create accountability by documenting who agreed to what
• Lessen misunderstandings and repeated discussions
• Support the organization in its compliance with legal, governance, and regulatory obligations
• Protect the organization by providing evidence of sound oversight and decision-making

Writing meeting minutes is essential for organizations to show that all decisions have been made in a transparent and diligent manner, especially in high-stakes environments such as boards and councils.

What are the steps in writing meeting minutes?

In order to write accurate meeting minutes, it is crucial that you know what to do before, during, and after the actual meeting.

Before the meeting:

1. Review the agenda, previous meeting minutes, and all related documents.
2. Prepare a template with standard sections (e.g., date, attendees, agenda items, decisions made, actions to be taken).
3. Understand how decisions are made (e.g., voting rules, quorum requirements).

During the meeting:

1. Document key discussion points, keeping track of motions, decisions, approvals, and action items.
2. Note who is responsible for follow-up actions and any deadlines.
3. Capture votes and resolutions, noting if they were approved, rejected, or tabled.
4. Use clear, neutral language and avoid personal opinions or side discussions.

After the meeting:

1. Review notes promptly while details are fresh.
2. Clarify unclear points with the chair if needed.
3. Draft and circulate the minutes by the agreed-upon timeframe.

What to Include in Meeting Minutes

To create effective and complete meeting minutes, the following elements should be incorporated:

1. Meeting Information: Include the date, time, and place of the meeting, as well as a list of attendees (both those present and absent). This provides context and helps track participation over time.
2. Agenda Items: Each item that was covered at the meeting should be documented and organized according to the agenda. For each item, include a brief summary of the discussion points and any decisions made.
3. Action Items: Record specific tasks, the person responsible for each task, and the agreed-upon deadlines. Doing so ensures accountability and prevents follow-up tasks from being overlooked.
4. Decisions and Outcomes: Clearly document any decisions made during the meeting. Votes should also be documented along with the names of those who voted and how they voted should be included.
5. Next Meeting Details: If another meeting has already been scheduled, the minutes should contain the date and time of the next meeting and any agenda items anticipated for that meeting.
6. Additional Notes: Any other information that may be helpful should be recorded in the minutes, such as future considerations, concerns raised, or items to revisit.