MINUTES OF A

MEETING
IC-JEEP 120
What are
MINUTES?
⮚ It came from the Latin term
“minutia” which means
trifles or details.

⮚ These are details of what

happened during a meeting.
 PURPOSE of Meeting Minutes
o It provides a historical record of a company’s
discussions, decisions, and long-term planning.
o It will be used as a record for future references.
Who is responsible for keeping meeting
minutes?
o Clerk or
Secretary

Their jobs include attending meetings, taking

minutes, and developing a system to store and
make them available for future use.
 IMPORTANCE of Meeting Minutes
o It keeps a record of a group’s decisions and
actions.
o It is a reminder of who was given assignments.
o It is an evidence of deadlines.
o It benefits people who are absent during the
meeting.
o It is time-saving.
What does a MINUTE contain?
✔ Date and time of the meeting;
✔ Names of attendees, as well as absent participants;
✔ Acceptance or amendments made to the previous
meeting’s minutes;
✔ Decisions made regarding the agenda
Forms of Recording
o Video recording
o Audio recording
o Hand recording
How to Write
a Meeting
Minutes
How to Take Minutes During a Meeting
o Break up the Minutes into Sections
Follow the meeting agenda, record names and
stances of speakers. For every vote, note how
each board member voted.
Activities Undertaken or Agreed
Upon:
o Next steps

o Outcomes of Elections

o Motions accepted or rejected

T h e s i s
o New business/projects

o Date and time of the next meeting

How much detail should the Minutes
include?
o Minutes should be thoughtful and takes a lot of
discretion
Creating lengthy detailed minutes might be
less helpful for a board member, who is
looking for a quick overview of what has been
discussed.
The person writing the minutes should NEVER
include any confidential information.
Essentials of Writing Minutes
✔ Record simple short statements
✔ Keep it BRIEF and CLEAR
✔ Circulate within a week
✔ Impersonal tone
✔ Reported speech
REMEMBER, when writing a meeting
MINUTES

✔ When the meeting ends, don’t take too long to

write the minutes.
✔ Review the outline that you had created earlier and
make adjustments when necessary.
✔ Revise the minutes and make sure they’re brief and
clear.
Examples:
Examples:
Sample
Format:
Meeting/Project Name:
Date of Meeting: Time:
Minutes Prepared by: Location:
Names of Attendees:
Names of Absentees:
Facilitator:
Agenda #1:
Notes:
Actions Items:
Deadlines:
Next Scheduled Meeting:
Activity:
Create a meeting minutes for the sample meeting.
NOTE: You must write the agenda and include important
details.