Following the Agenda

Taking the Minutes

Anyone, including you, may be assigned to take the minutes at a meeting. Often someone who is not participating in the meeting will be called upon to be the minute-taker. Before a meeting the minute-taker should review the following:

The minutes from previous meeting

All of the names of the attendees (if possible)

The items on the agenda

It also helps to create an outline before going to the meeting. An outline should include the following:

A title for the meeting
The location of the meeting
A blank spot to write the time the meeting started and ended
The name of the chairperson
A list of attendees that can be checked off(or a blank list for attendees to sign)
A blank spot for any attendees who arrive late or leave early

Sample Minutes Outline:

Supervisor's Meeting

Friday, May 5

Room 3

Start: ________

Finish: ________

Chair: Pierre

Attendees:

1._________

2._________

3._________

4._________

5._________

Late to arrive:_________

Early to depart:________

The minute-taker can use a pen and paper or a laptop computer and does not need to include every word that is spoken. It is necessary to include important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure to know the names of the attendees. If you cannot remember someone's name, take a brief note of their seating position and find out their name after the meeting. A minute-taker should type out the minutes immediately after the meeting so that nothing is forgotten.

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