How to Take Minutes

So, you were just elected secretary of that board you sit on? How do you complete the most important part of your job, the writing of the minutes? They are a record of what was decided and proposed. Many secretaries give themselves too much work by inserting far too much detail in the minutes. This wikiHow will teach you how to take, prepare and present minutes according to the legislative bible, Robert's Rules of Order.

Steps

1. Bring a notebook or laptop with you. Make sure that it is something you are comfortable working with. If you will be writing minutes often, it may be advisable that you buy a decent book rather than taking your son's "Winnie The Pooh" binder. Also, it is advisable that you have a good pen. Some seasoned secretaries would also suggest using a pencil instead.
2. Head a paper with columns for name and contact information. Put a note on the top of the page indicating that the paper should be returned to you. Pass it around the table, as soon as the chairperson calls the meeting to order. You will be able to refer to this record in order to document attendance.
3. Call The Meeting To Order The president will say "At 6:00PM on Friday, February the 21st, 2007, I call the meeting to order." Note on your piece of paper the time the meeting was called to order.
4. Read The Agenda Since you are the secretary, you will have prepared a draft agenda. The president will ask you to read it. After you have done that say "I move the adoption of this agenda. Note on your piece of paper that the draft agenda was read and that you moved for adoption (no seconder is needed). Note either motion carried or motion failed.
5. Read the Draft Minutes The president should ask you to read the minutes from your last meeting. It is essential that you have them with you. They can be distributed beforehand or you can read them right there and then. After you are done say "I move for the adoption of these draft minutes." No seconder is required. Note who made the motion and note either motion carried or motion failed.
6. Listen to the Other Reports After that the treasurer and some committees may have a report to make. Make sure at the end of the meeting, they give you a copy of their report. Note who read them, and whether the motion either carried or failed.
7. Record the Old Business This is anything that needed a follow up from last meeting. Did someone need to write a letter? Was it sent? Note anything that was done or not done and by whom.
8. Record the New Business When someone has an issue to address they will make a motion. For example "I move to give 100$ to the editors of this wikiHow." It is important that you write down the exact words!
9. Note who made motions, seconded motions and whether or not they passed or failed. Also, write down who has to do what.
10. Note what time the meeting adjourned.
11. Write down any points of order, points of information, etc.
12. Leave out unimportant detail. If an amendment is made, you do not have to write that someone proposed making an amendment. Just make sure, if it is passed, that it is in the main motion when you write it down.
13. Make Sure You Have Everything You Need After The Meeting Adjourns
    • Who sent regrets?
    • Who was there?
    • All the reports.
    • Location of the meeting.
14. Type up the minutes. Don't put in it "Member A said he did not agree." or "The treasurer gave an excellent report." You must not put the debate into the minutes. Even if you spend 3 hours debating something, only put who made the motion, the exact wording and whether it passed or failed.
15. Distribute your draft. Once you have typed them, send them out to members. But remember, until they are approved by the organization, they are only draft minutes, subject to change at any time.

Tips

• It is a good idea to sit as close as possible to the chair of the meeting as this will allow you to hear everything and to ask for clarification without having to raise your voice.
• Make note not only of the concerns, but also of any accomplishments discussed in the meeting.
• Write things as they happen. For example, if someone said something about one subject, then you moved on to another issue, but something else happened about the first subject, don't group them together.
• Make sure you have the correct name spellings, contact email addresses and telephone numbers.
• Remember, minutes are very important. They are saved and might be referred to for years and years to come. If it is a legal matter, someone's reputation may depend on it.
• Remember, even though you are taking notes, you may still participate in the debates.
• Have people write down their motions. This will save you the trouble of having to phrase things so as to meet other's ideas.
• Read certain parts of Robert's Rules of Order, such as the section on being a secretary.
• Keep these minutes filed in a safe place.
• Consider learning shorthand or using a laptop for the taking of the minutes.

Warnings

• Don't give yourself too much work by putting too much detail in the minutes.
• Don't be afraid to interrupt and ask for a clarification,.
• Try and send out copies of the minutes as soon as possible.
• Type up your draft as soon as possible.