How to Write Minutes of a Special Meeting
Writing minutes of a special meeting is an essential task for any organization. It ensures that all decisions made during the meeting are accurately documented and can be referred back to later. Here are some steps to help you write effective minutes of a special meeting.
1. Prepare in Advance
Before the meeting, gather all relevant information, such as the agenda, names of attendees, and any previous minutes. This will help you stay organized and ensure that you have all the necessary information to write the minutes.
2. Open with a Header
Start your minutes with a header that includes the name of the organization, the date and time of the meeting, and the type of meeting (e.g., special meeting). This will help readers quickly identify the purpose and context of the meeting.
3. Record the Attendees
List the names of all attendees and absentees. This will provide a clear record of who was present during the meeting and can be useful for future reference.
4. Summarize the Agenda
Provide a brief summary of the agenda items discussed during the meeting. This can include the purpose of each item and any relevant background information.
5. Detail the Discussions
Record the main points of discussion for each agenda item. Be sure to include any decisions made, action items assigned, and deadlines. Use clear and concise language to ensure that the minutes are easy to understand.
6. Note Any Changes to the Agenda
If the agenda was altered during the meeting, be sure to document these changes. This will help maintain a complete and accurate record of the meeting.
7. Include Action Items
List all action items that were assigned during the meeting, along with the responsible person and deadline. This will help ensure that tasks are completed and followed up on.
8. Summarize the Meeting
Conclude the minutes by summarizing the key points discussed and any decisions made. This will provide a clear overview of the meeting’s outcomes.
9. Review and Proofread
After writing the minutes, take the time to review and proofread them. Check for any errors in grammar, spelling, or punctuation. It’s also a good idea to have someone else review the minutes to ensure accuracy.
10. Distribute the Minutes
Once the minutes are complete and reviewed, distribute them to all attendees and relevant parties. This can be done via email, in person, or through an organization’s intranet.
By following these steps, you can effectively write minutes of a special meeting. Accurate and comprehensive minutes will help your organization stay organized and ensure that everyone is on the same page.
