Writing Guide Meeting minutes Definition Meeting minutes are notes that state what happended during a company’s meeting. The main purpose of taking meeting minutes is to create an official record of the meeting. They are an important resource in many workplace settings. Structure and layout Minutes include: ■■ why the meeting was held ■■ first and last names of attendees ■■ the date and time of the meeting ■■ projects assigned, who they were assigned to and the deadlines ■■ decisions employees and leadership made during the meeting ■■ any corrections to previous meeting minutes ■■ motions that passed or failed ■■ date and time of the next meeting (if applicable) Style and register ■■ Prepare a template before the meeting begins. ■■ Take notes about important actions, decisions, assigned projects and discussions. ■■ Collect copies of any reports or presentations. ■■ Review your notes and ask any final questions. ■■ Type your meeting notes in easily understanable paragraphs. ■■ Leave spaces between sections and use bold headings, bullet points and numbered lists to create a document that is easy to scan for key details. ■■ Write in the same tense throughout the meeting minutes to avoid confusion. ■■ Make sure the wording is objective and easy to understand. ■■ Focus on what items were accomplished in the meeting. ■■ Request approval from leadership. ■■ Send the minutes to your list of employees. 1 To practise and for sample minutes, see QuickMedia. 185 185 Meeting minutes 186 Proposal 188 Blog post 189 Blog comment 191 Article 193 Leaflet 195 (Formal) Letter / Email 197 Report 199 Enquiry 201 Offer Nur zu Prüfzwecken – Eigentum des Verlags öbv
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