Message #51222

[spitfire78]

I always make sure I have the agenda of the meeting right in front of me.  Our agenda usually goes something like this:

1) Old business
2) Announcements
3) Budget report
4) New business
5) Next meeting

When I start writing the minutes - I use the numbers on the agenda.  On my tablet I write "1" and then the notes on that subject.  When that subject is completed, I do a double line in my notes, and then write "2" and go on with that topic, and so on.  Then when I type my notes later on, I know exactly which notes go with which agenda topic.  This can be important if they decide to skip a certain topic and go back to it later in the meeting.

Sometimes, it is important to state, "Joe Smith mentioned an error in the budget report presented at the last meeting".  However, if there is a lengthy general discussion, you will go crazy if you try to right down who said exactly what.  I usually put, "In the ensuing discussion, the following points were mentioned..."

It is always important to keep the minutes from the previous meetings handy as well.  You never know when they will request information from past meetings.

Taking minutes is very nerve-wracking when you are just starting out.  However, after a few meetings, you will get a feeling for what is expected and I'm sure it will all work out.  I also certainly never have a qualm about saying to the person running the meeting, "I've never taken minutes for this meeting before, please feel free to review and critique these.  By reviewing the changes you make, I will learn what you require and will be able to improve with each meeting."