How to take effective meeting minutes

1. Make a copy of the agenda before the meeting.

1. Keep the discussion notes pertinent to each agenda item
2. ALSO if there are links to proposals or resolutions, make a copy of each of those (view-only) to link to so that the version referenced in the minutes is correct

2. During introductions, take roll.

1. Usually first name and last initial is fine.

3. Note the time of call to order

1. And, eventually, the motion to adjourn

4. During the meeting, make sure to note:

1. motions, amendments, votes

1. record exact language of motion (if providing motion as attachment or link, make a copy with the language as passed. For extra credit, annotate amendments as changes.)
2. note if Motion fails (lacking a second) or Motion carries
3. Note if vote is unanimous.

1. It is likely unnecessary to provide exact vote tallies in most minutes. If someone dissents and motivates their dissent, that may be noteworthy

2. Discussion

1. summarize the main points of the discussion
2. make notes of substantive questions (also called points of information) and the response
3. for debate/discussion of proposals, note if comments are (in favor) or (in opposition)

3. Decisions made

1. this might include a Motion to Table or move discussion to Slack, another meeting, defer to working group, etc.

4. tasks assigned with (Name) and due dates

5. Best practice: Try to have minutes prepared for Committee or General Membership within 24 hours.

What doesn’t need to be recorded in the minutes?

• Digressions
• Detailed back-and-forth within discussions
• Jokes
• Emotions
• Personal or identifying details about members