The minutes of a meeting are an important document. The minutes serve as a record of the meeting and are a summary of the discussions and decisions of the meeting participants. Minutes have a particular format and not everyone knows the procedures involved in writing minutes. These are some of the mistakes to avoid when you have to write the minutes of a meeting.
Trying to write a word for word account
Minutes should capture the essence of the discussion. They should summarise the important issues discussed, suggested and decided at the meeting. Writing word for word is transcription and not a summary. When you try to write every single word that is said you will miss parts of the discussion as you try to keep up with both writing and listening.
Not using the agenda items as a guide
A meeting will have an agenda. This is a document that is a list of all the issues that will be discussed at that meeting. When you use the agenda items as headings within the minutes you automatically have the discussion structured in an organised manner. If you do not use the agenda this will leave you with disorganised notes and when you want to finalise drafting the minutes you will be unsure of the topic to which those notes are relevant. It also saves time to use the agenda as a guide for your draft of the minutes. You can prepare for your note taking by listing the agenda items in your blank document or note paper like a template ready for you to fill in the main points at the meeting.
Confusing the tenses
The minutes should be written in the past tense. By the time the minutes are approved and circulated all that is written or described in the minutes took place in the past. Although you are taking notes as the meeting is taking place, once the meeting has ended you will be writing about an event that has gone. Write in the past tense throughout. Do not switch tenses. Always read over carefully to ensure that you maintained consistency with your tense.
Including your opinions and comments
Do not describe events according to your perspective. The minutes are not about the writer. They should be an objective account of the meeting. If you insert your opinion in the minutes you can influence how others view the events of the meeting. Your opinion of events may differ from those of the participants at the meeting. Avoid writing, for example, ‘’There was a heated discussion about the size of the budget.” Use the expression, “There was much discussion”. You might think the discussion was heated while another participant may consider it thorough and comprehensive.
Neglecting to ask for clarification
The minutes should be an accurate record of the proceedings at the meeting. If you missed some information or you do not understand something, ask for clarification. This is especially important when recording decisions. If discussion on a matter ended and the decision on that matter is not clearly stated, ask for a statement on the decision. If you omit what you do not understand or what you did not hear clearly you will produce inaccurate minutes. As the minutes are an important reference for information on decisions and on actions to be taken you should be especially careful to ensure that the record is accurate. Speak up and ask for clarification when this is needed.