Tips For Taking Minutes in Meetings

Taking minutes in meetings is a challenging task but easier if the meeting is well-run. The chair must keep the meeting on track, but he can only do this with the attendance's cooperation. Having a clear agenda can also help. Listed below are some important tips for taking minutes in meetings. Read them carefully and follow them closely. Also, make sure you use the same tense throughout the meeting.

Recording other motions throughout the meeting

In addition to the standard data and attendees, minutes should record other motions, such as board approval of executive compensation. The minutes should also include standard procedures, such as the opening message and confirmation of previous minutes. The board should then record its decision, including the names of those who voted for or against a motion. The minutes should also state the outcome of the vote, if applicable. A detailed report of meeting proceedings should be available to the public after the meeting.

Minutes should reflect the exact wording of the motions. This means that they must accurately reflect the words used when a vote is taken, or when the presiding officer declares unanimous consent. The minutes should also record the number of supporters and opponents, but not the number of abstentions. The minutes should also summarize the major points that were made during the meeting. This is particularly important in small organizations, where the turnover rate may be high and the "institutional memory" of board members is very short.

Minutes should include all votes, actions, and documents shared at the meeting. It should also include any documents shared during the meeting. Certain board members may be allowed to attend closed sessions. If this occurs, the minutes should record them. The minutes should not contain personal opinions or observations of board members. It is not a legal transcript. Always summarize. This is to protect the confidentiality of all members of the board. The minutes should contain the relevant information and the outcome of a motion.

Avoiding Latinisms

While many of us may be familiar with Latin words, you may not be. Latinisms, or "latin words" in English, have a distinctly formal sound and may not be understood by staff members who don't know the language. By adding an apostrophe, you will make your speech sound more grammatically correct. But you should avoid using Latinisms in meetings because they often sound out of place.

Using the same tense throughout

Using the same tense throughout meetings can be a good idea for the sake of consistency. The focus of a sentence may change if the tense is different. The purpose of keeping the same tense throughout meetings is to avoid confusing your audience. Here are some examples of when you should change the tense. Read them carefully and think about the reasons behind your choice. Here are some examples:

Future Tense: This form of the verb indicates that a certain action will occur in the future. To use this form, use the base will or shall. In the above example, the future tense would refer to an exhibition coming to Houston in September. You can also use the present tense to discuss a future event, such as the coming to Houston in September. If you are unsure of the correct tense for a sentence, look for it in parenthesis.

Taking minutes in formal meetings

Taking minutes is one of the most important aspects of running a successful meeting. It is vital to ensure the quality of the discussion and that time is used efficiently. This includes identifying the goals and consensus of the group, and recording all decisions and actions taken during the meeting. Meeting facilitators should have clear expectations for their roles and the content of the minutes. Whether you are taking minutes of a work meeting or a meeting at home, here are some tips for effective minutes taking: