7 Mistakes to Avoid When Taking Meeting Minutes

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

From court proceedings to boardroom meetings, accurate and detailed meeting minutes are essential for protecting the interests of all parties involved. Without taking proper notes on what was discussed, committed to and agreed upon during a meeting, it can be difficult - if not impossible - to ensure everyone was held to their commitments and that decisions were properly recorded. Here are 7 mistakes the Genie AI team urges you to avoid when taking meeting minutes.

Firstly, don’t forget who was present at the meeting; make sure you include everyone in attendance in your notes as this will serve as evidence should any conflict arise in future. Secondly, document all discussions thoroughly without omitting anything that may be important further down the line. Additionally, jot down any commitments made during the meeting such as deadlines or follow-up tasks; this ensures anyone who later consults those notes is aware of those obligations. Meeting minutes also form an invaluable source of information for tracking progress and improving processes and procedures; note down any changes proposed or decisions made so that you can refer back at a later date if need be. Finally, when it comes time for review (whether internally or externally) make sure your notes are clear and precise so that all parties involved understand both what consensus is on each topic being discussed as well as how it varies from person to person within the group depending on their individual biases & perspectives.

In short: Taking accurate & detailed meeting minutes is essential in protecting everyone’s interests while ensuring commitments are fulfilled & progress is tracked effectively! The Genie AI community template library provides free templates designed with market-standard structure so anyone can draft legal documents without having to pay a lawyer - plus, we have step-by-step guidance ready for you today! So read on below – and access our template library today – before your next big meeting!

Definitions (feel free to skip)

Action items: Tasks or steps that must be taken in order to complete a certain process.
Agenda: A plan or list of topics that need to be discussed and/or actions that need to be taken during a meeting.
Decisions: Choices made by a group of people after discussing a certain topic or issue.

Contents

• Preparing for the Meeting
• Research the topic and potential outcomes
• Gather any necessary supplies (pens, paper, laptop, etc.)
• Set the tone of the meeting (formal or informal)
• During the Meeting
• Listen carefully and take detailed notes
• Record action items and any decisions made
• After the Meeting
• Read and revise notes, double-checking for accuracy
• Distribute the final copy of the meeting minutes
• Common Pitfalls to Avoid
• Too much detail
• Not enough detail
• Missing action items
• Tips for Taking Meeting Minutes
• Use abbreviations to speed up the process
• Record time stamps for decisions or major events
• Take breaks to stay focused
• What to Include in Meeting Minutes
• Attendees of the meeting
• Agenda for the meeting
• Decisions made during the meeting
• Actions that need to be completed after the meeting
• Any additional notes or comments

Get started

Preparing for the Meeting

• Make sure you have the proper materials necessary to take meeting minutes, such as a notebook and pen or laptop
• Familiarize yourself with the agenda and any related documents you may need to reference
• Review any applicable rules and regulations for taking meeting minutes
• Know who will be at the meeting, including any special guests
• Review any background information or research that would be helpful for taking meeting minutes
• When you’re ready, check this off your list and move on to the next step.
• Research the topic and potential outcomes
• Read up on the topic of the meeting, the relevant background information, and any potential outcomes of the meeting.
• Research any past meetings that may be related to the current meeting to get a better understanding of the context.
• Take some time to think about the purpose of the meeting and what outcome is desired.
• Look up any relevant laws, regulations, or policies that may be related to the meeting.
• When you have a thorough understanding of the topic and potential outcomes, you can move on to the next step.
• Gather any necessary supplies (pens, paper, laptop, etc.)

• Make a list of the items you will need for taking minutes (pens, paper, laptop, etc.)
• Collect the supplies before the meeting begins
• Make sure you have the necessary technology to take notes, if applicable (laptop, tablet, etc.)
• Check that all items are functioning properly
• When all items are collected and functioning, you can check this task off your list and move to the next step.
• Set the tone of the meeting (formal or informal)
• Make sure you understand how formal or informal the meeting needs to be
• If the meeting is formal, make sure to be more formal in your communication and in your writing
• If the meeting is informal, make sure to be more relaxed and friendly in your communication
• Use the appropriate language for the meeting, such as more professional language for a formal meeting and more casual language for an informal meeting
• Once you feel comfortable with the tone of the meeting, you can check this step off your list and move on to the next step.

During the Meeting

• Pay attention to who is talking and take note of their comments
• Capture the discussion points, decisions, and action items
• Use a consistent format for taking notes to make it easier to refer back to the notes later
• Capture the names of people involved in the discussion
• Ask clarifying questions if you aren’t sure what’s being discussed
• Summarize the discussion
• Keep your notes as brief and concise as possible

You’ll know when you can move on to the next step when you have taken detailed notes on all of the discussion points, decisions, and action items, and have kept your notes brief and concise.

• Listen carefully and take detailed notes
• Focus on the key points and topics of discussion
• Make sure to note the names of people speaking and who is responsible for any action items
• Record the details of any decisions made and the thought process behind the decisions
• Ask questions if you are unsure of anything
• Record the time spent discussing each topic and the date
• Take notes of any other important information relevant to the meeting
• When you have finished taking notes, review and make sure all important information has been captured
• Once you have checked all the points, you can move on to the next step.
• Record action items and any decisions made

• Ask for clarification if needed to ensure that you are recording the action items and decisions accurately
• Record the action items and decisions made in your notes
• Make sure that you note who is responsible for each action item and decision
• Record the timeline for each action item and decision
• Note any resources that may be needed to complete the action items
• Keep track of any questions or topics that may need further discussion
• How you’ll know when you can check this off your list and move on to the next step: when all action items and decisions have been recorded accurately.

After the Meeting

• Compare your meeting notes with the agenda to make sure you’ve captured all the topics discussed during the meeting
• Ask the meeting participants to confirm that the notes are accurate
• Make any necessary edits or additions to the notes
• Transcribe all notes into a formal document
• Distribute the meeting minutes to the participants
• Archive all documents related to the meeting

Once all the above steps have been completed, you can move on to the next step of reading and revising your notes to double-check for accuracy.

• Read and revise notes, double-checking for accuracy
• Make sure that all relevant notes are included
• Check for grammar, spelling, and punctuation
• Make sure that all names are spelled correctly
• Make sure that all decisions and resolutions are clearly written
• Make sure that all action items are listed with responsible parties
• Ensure that the information is accurate and complete
• Cross-reference with audio or video recordings, if available

Once you have read and revised the notes, double-checked for accuracy, you can be assured that the meeting minutes are ready to be distributed.

• Distribute the final copy of the meeting minutes
• Check that all the final edits have been made to the meeting minutes
• Ensure that the meeting minutes are in the correct format
• Send the final copy of the meeting minutes to all relevant stakeholders
• Keep a copy of the final meeting minutes for future reference
• Once all stakeholders have received the final copy, you can check this off your list and move on to the next step.

Common Pitfalls to Avoid

• Take the time to review the meeting minutes after writing them to make sure they accurately reflect what was discussed and decided upon
• Check for any typos, omissions, or factual errors
• Ask for feedback from those present
• Make sure the minutes reflect the action items and any decisions made
• Avoid including too much detail in the minutes
• Ensure that the minutes are clear, concise, and understandable to everyone who reads them
• Don’t forget to include the date and time at the top of the document

Once you have reviewed the meeting minutes, checked for typos and errors, asked for feedback, and ensured accuracy and clarity, you can move on to the next step.

• Too much detail
• Take note of the key points discussed during the meeting, such as decisions made and tasks delegated
• Avoid writing down every detail from the meeting, as this will make the minutes too long and difficult to follow
• When in doubt, use your best judgement on which details to include in the notes
• When the meeting is over, review the notes and make sure you have captured the most important elements
• Once you have completed this step, you will be ready to write up your meeting minutes.
• Not enough detail

• Take notes on each point discussed, no matter how small
• Record the names of each speaker, their verbal contributions, and the topics discussed
• Be sure to jot down any decisions that are made, along with the reasoning behind them
• Ask questions if you need more clarity or don’t understand something
• After the meeting, review your notes and make sure they accurately reflect the conversation
• If needed, confirm any important details with the meeting participants
• When you are confident that your notes are complete and accurate, you can move on to the next step.
• Missing action items

• Record all action items that come up during the meeting, including who is responsible for them, when they will be done, and who they need to be reported back to.
• Make sure to capture any decisions that were made during the meeting.
• Ask for clarification if you are unsure of any action items that were agreed upon.
• Review the minutes with the meeting chair before the meeting ends to ensure all action items were captured.
• Make sure to record any follow up that needs to be done after the meeting.
• After the meeting, review the minutes to make sure all details from the meeting were captured.
• How you’ll know when you can check this off your list and move on to the next step: You will know you have completed this step when you have recorded all action items, decisions, and follow up that was discussed in the meeting, and have reviewed the minutes with the meeting chair for accuracy.

Tips for Taking Meeting Minutes

• Make sure to have the right materials with you such as a laptop, notepad, and pen.
• Focus on the key points and discussions of the meeting, refrain from including details that are irrelevant.
• Record the facts of the meeting.
• Provide context for decisions made.
• Create a template with the topics discussed, so you don’t have to start from scratch each time.
• Jot down the decisions made, action items and the people responsible for each.
• Use abbreviations to speed up the process.

You can check off this step when you have all the right materials with you and a template created for taking meeting minutes.

• Use abbreviations to speed up the process
• Familiarize yourself with common abbreviations and acronyms used in the industry
• Use shorthand to quickly record action items, decisions, and other major points from the meeting
• When in doubt, spell out the word rather than using an abbreviation you’re unsure of
• Always include a key at the top of the document with definitions for the abbreviations used
• Once you are comfortable with using abbreviations, you will be able to quickly capture the key points from the meeting
• Check your document for accuracy to ensure that all abbreviations are being used correctly
• When you are done, you will have a document that captures all the key points from the meeting in a concise way.
• Record time stamps for decisions or major events
• Make sure to note the time and date when decisions or major events occur during the meeting.
• If an action item or a task is assigned to someone, note the time and date when it was assigned.
• Use a consistent format to record time stamps - the same format should be used throughout the meeting.
• Pay attention to the time and date when decisions or major events are happening and make sure to note them accurately.
• Once you have noted the time and date of decisions or major events, you can move on to the next step.
• Take breaks to stay focused

• Take a 5-minute break every 45 minutes of note-taking to help you stay focused
• If you find yourself becoming distracted, take a break and come back to the task after a short rest
• Check off this step when you have taken breaks during the duration of the meeting

What to Include in Meeting Minutes

• Ensure that all attendees of the meeting, including their titles, are listed in the minutes
• Document any decisions made and tasks assigned during the meeting
• Summarize the discussion topics
• Include notes on any action items, such as deadlines and who is responsible for completing them
• List all documents, reports, or other materials that were discussed during the meeting
• Include a summary of the meeting at the end of the minutes
• Once you have finished taking the meeting minutes, review them for accuracy and make any necessary corrections before submitting them for approval
• When all corrections have been made, you can check this step off your list and move on to the next step.
• Attendees of the meeting
• Make a list of all attendees at the start of the meeting
• As the meeting progresses, make sure to check off the attendees that have arrived
• Make sure to note anyone who leaves the meeting early
• If possible, take a picture of the attendees at the start of the meeting
• Double check the spelling of attendees’ names
• Once the meeting is over, review the list of attendees to make sure you haven’t missed anyone
• When you’ve completed your review, you can move on to the next step: creating an agenda for the meeting.
• Agenda for the meeting
• Make sure the agenda for the meeting is clearly outlined prior to starting the meeting.
• Create a list of items to be discussed and provide a timeline for each one.
• Make sure any relevant documents or materials are available.
• Make sure to take notes on the agenda throughout the meeting.
• When the meeting is complete, check to make sure all items on the agenda were addressed.
• Make sure to review the agenda with the attendees at the end of the meeting to ensure that all topics have been covered.
• When you have finished, you will know that the agenda has been completed and you can move on to the next step.
• Decisions made during the meeting

• Record the decisions made during the meeting, including any motions that are proposed, seconded, and passed.
• Make sure to include the exact language used in the motion and any amendments that were added.
• Make sure to record the names of the people who proposed, seconded, and approved the motion.
• Make sure to record the exact wording of the motion, and any amendments that were added.
• Make sure to record the name of the motion maker and the names of any other people who voted on the motion.
• Make sure to check the minutes at the end of the meeting to ensure that all decisions made during the meeting are accurately recorded.
• Once all decisions have been recorded, you can move on to the next step.

• Actions that need to be completed after the meeting

• Make sure you write down each action item that needs to be completed after the meeting.
• Assign each action item to a specific person and include a deadline in the notes.
• Make sure each action item is specific and measurable.
• If you are sending out an agenda and minutes, include the action items separately.
• Make sure that everyone involved in the meeting agrees to the action items and responsibilities.
• Ask each person responsible to confirm that they understand their action item and the deadline.
• Make sure action items are reviewable and trackable so you can follow up with each person if needed.

• Any additional notes or comments

• If there are any additional notes or comments that don’t fall under the action items or decisions, write them down in the meeting minutes
• If there are any additional topics that were discussed that do not need action but should be noted, include them in the meeting minutes as well
• Make sure to note the names of any participants that made additional comments as well
• When you’re done, you should have a comprehensive list of all the notes, comments, and action items that were discussed at the meeting
• Once you have the list, you can check this step off your list and move on to the next step.

FAQ:

Q: Does the UK have different requirements for taking meeting minutes compared to the USA?

Asked by Mary on April 15th 2022.
A: The UK does have different requirements for taking meeting minutes compared to the USA. In the UK, all minutes need to be legally signed and dated, and witnessed by at least one other person. The minutes also need to include a record of any decisions made during the meeting. In the USA, there are no standard rules relating to taking meeting minutes, so it depends on the state you are in and the rules of the particular organisation.

Example dispute

Suing a Company for Violation of Meeting Minutes

• The plaintiff must be able to prove that the company violated a specific meeting minute that was agreed upon by the parties.
• The plaintiff must be able to provide evidence of the meeting minutes. This could include minutes of the meeting, emails, or other documents that were discussed or agreed upon during the meeting.
• The plaintiff must be able to show that there was a breach of the meeting minutes and that they suffered damages as a result.
• The plaintiff must be able to show that the damages they suffered were a direct result of the breach of the meeting minutes.
• The plaintiff may be entitled to damages such as lost wages, costs associated with the breach, or other damages.
• The court may also order the company to comply with the meeting minutes or pay a penalty for not doing so.

Templates available (free to use)

Asset Sale Approval Board Meeting Minutes Of The Seller For Inter Group Reorganisations
Asset Sale Board Meeting Minutes Of The Buyer For Inter Group Reorganisations
Board Meeting Minutes For Guarantor To Approve Guarantee And Indemnity
Board Meeting Minutes For Section 177 And 182 Directors Declarations Of Interest
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Board Meeting Minutes Section 641 Procedure To Reduce Capital Solvency Statement
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Board Meeting Minutes To Approve The Issue Of Shares In Depth
Board Meeting Minutes To Approve The Redemption Of Shares Out Of Distributable Reserves
Board Meeting Minutes To Change The Company Name
Borrower Board Meeting Minutes To Approve A Loan Agreement
Borrower Board Meeting Minutes To Approve A Loan Agreement And Debenture
Borrower Board Meeting Minutes To Ratify Loan Agreement
Borrower Board Meeting Minutes To Ratify Loan Agreement And Debenture
Completion Board Meeting Minutes For Non Leveraged Investment Target Company
General Meeting Minutes For Private Company Off Market Share Buyback
Private Company Board Meeting Minutes To Approve A Distribution In Specie
Section 414 Standard Board Meeting Minutes To Approve Private Company Accounts For The Year
Section 84 Directors Meeting Minutes To Put Company Into Members Voluntary Liquidation Mvl
Share Purchases Approval Board Meeting Minutes Of The Buyer For Intra Group Reorganisations
Share Purchases Approval Board Meeting Minutes Of The Seller For Inter Group Reorganisations
Shareholder Meeting Minutes Approving Dissolution California
Shareholder Meeting Minutes Approving Dissolution Colorado
Shareholder Meeting Minutes Approving Dissolution Florida
Shareholder Meeting Minutes Approving Dissolution Georgia
Shareholder Meeting Minutes Approving Dissolution Illinois
Shareholder Meeting Minutes Approving Dissolution Massachusetts
Shareholder Meeting Minutes Approving Dissolution Michigan
Shareholder Meeting Minutes Approving Dissolution Minnesota
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Shareholder Meeting Minutes Approving Dissolution New Jersey
Shareholder Meeting Minutes Approving Dissolution New York
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Shareholder Meeting Minutes Approving Dissolution Ohio
Shareholder Meeting Minutes Approving Dissolution Pennsylvania
Shareholder Meeting Minutes Approving Dissolution Tennessee
Shareholder Meeting Minutes Approving Dissolution Virginia
Shareholder Meeting Minutes Approving Termination Texas
Shareholder Meeting Minutes Washington Approving Dissolution
Sharesholder Meeting Minutes Approving Dissolution Maryland
Simple Board Meeting Minutes To Approve The Issue Of Shares
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Standard Borrower Board Meeting Minutes To Approve Completing An Acquisition Finance Transaction Bilateral
Standard Private Company Board Meeting Minutes To Approve A Non Cash Asset Dividend Dividend In Specie

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