However, in some organizations, it’s a best practice to list the leadership of the Board first. For example, if several of the meeting attendees are members of the staff, while everyone else is a volunteer, you may want to write (Staff) after each staff member.Īs a general rule, attendees are listed alphabetically by their last names. If a member of the Board could not attend the meeting, cite his or her name after the phrase: “Copied To:” There may be other designations in the participants’ list. Present: John Doe, President Jane Smith, Vice President Jack Williams, Secretary ⌄ Scroll down to continue reading article ⌄ This will help as both a back-up document of attendees and ensure that information goes out to the most up-to-date email addresses.Īll attendees’ names should be listed directly below the meeting name and date, under a subheading that says “Present.” List first and last names of all attendees, along with title or affiliation, separated by a comma or semi-colon. Meeting attendees will need to check off their names and make edits to any changes in their information. She or he should arrive a few minutes before the meeting begins and pass around an attendance sheet with all members’ names and contact information. In organizational meetings, the minutes taker may be a project coordinator or assistant to a manager or CEO. On most boards, the Board Secretary is the person responsible for taking the meeting minutes. Ī template from a former meeting will also help determine whether or not the group records if a quorum was met, and other items specific to the organization’s meeting minutes. If you are new to a Board or organization and are writing minutes for the first time, ask to see the past meeting minutes so that you can maintain the same format. Follow a Template From Former Minutes Taken Keep the minutes’ headings consistent with the agenda topics for continuity. The agenda will serve as your outline for the meeting minutes. Work with the convener to draft an agenda that assigns times to each topic to keep the meeting moving and to make sure the group has enough time to consider all items. Meetings occur for a reason, and the issues to be addressed and decided upon need to be listed to alert attendees. Work with the Chairperson or Board President to develop a detailed agenda. (If you’re ever asked to do so, decline.)įollowing, are some step-by-step hints to effectively write meeting minutes. Also, importantly, the note taker should not simultaneously lead and take notes. The note taker must have a firm enough grasp of the subject matter to be able to separate the important points from the noise in what can be long, drawn-out discussions. The best meeting minutes takers are careful listeners, quick typists, and are adequately familiar with the meeting topics and attendees. It is a good idea to run them by a supervisor or seasoned attendee to make sure statements and information are accurately captured. Meeting minutes are considered a legal document, so when writing them, strive for clarity and consistency of tone.īecause minutes are a permanent record of the meeting, be sure to proofread them well before sending. Minutes are a written record of a board, company, or organizational meeting.
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