How To Take Meeting Minutes

In-depth listening.

Fill in the blanks. You may use the exact words you’ve just heard or summarize in your own words.

Recording the proceedings of a professional meeting can be a challenging task. If you are asked to take notes for the meeting, here are some tips that can help you do a good job.

1. Arrive at the meeting ahead of schedule. Find a (1)________ in the middle of the group where you can (2)________________ plainly. Be sure your pen or pencil works if you will take notes by hand, or check to see if the (3)________ provided for this purpose is plugged in and (4)________ as needed.

2. Consider using a tape recorder, which will help you ensure (5)________ in transcribing proceedings. If you use such equipment, arrange to have it on hand at the time and location specified for the meeting, and be sure the equipment works properly by (6)________ it before the meeting begins.

3. Use a consistent format. The usual criteria include the meeting's name, location, date, and (7)________ as well as ending times. Also mentioned at the top of your list are the names of (8)________.

4. Follow the agenda. Assuming an agenda was posted or distributed before the meeting, cover each of its (9)________ in your minutes.

5. Be concise. Rather than writing each word that everyone says, capture just the (10)________. Also, find out whether attendees wish to be identified by (11)________ or prefer to be kept anonymous.

6. List specific outcomes. Important actions should be listed (12)________ to catch readers' attention. Check previous minutes to follow similar organization.

7. After the meeting, write a meeting report from your notes.

(13)________ your name at the bottom of the last page of the minutes. Distribute the (14)________ of meeting minutes to all who (15)________ as well as absentees.

It is also important to organize all meeting minutes in a standard file so that it can well serve as future reference.