Take Professional 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

Accurate minutes are essential for effective legal proceedings. They provide an exhaustive record of what happened in court hearings, meetings and other legal proceedings, from details of who was present to any decisions made. Crucially, they also offer a reference point for anyone involved in a case to contest or verify any details during the course of the trial.

Minutes also provide an invaluable source of information for lawyers and other professionals involved in a legal case. Having an accurate record can help lawyers prepare effectively and make sure their clients receive fair representation throughout the process.

It’s not just within a particular trial that minutes are important either; they can also be referenced both during appeals and in potential future cases on similar topics, ensuring that all parties remain on the same page going forward.

At Genie AI, we understand how crucial accurate minutes are to making sure legal processes run smoothly. That’s why we’ve developed an open source library which uses millions of data points to create templates for high-quality documents - no expertise required! Our community template library provides free access to anyone looking for help drafting detailed and comprehensive meeting minutes without having to pay a lawyer or consultant fee - perfect if you’re on a budget but need your document taking care of quickly and professionally!

To learn more about why meeting minutes matter and get step-by-step guidance on how to take professional ones using our template library today, read on below…

Definitions (feel free to skip)

Agenda: A list of topics or activities that are to be discussed at a meeting.
Action Item: A task or activity that needs to be completed by a certain person or group.
Shorthand: A method of writing quickly by using symbols or abbreviations.
Abbreviation: A shortened form of a word or phrase.
Archiving: Saving something for future use or reference.
Streamlining: Making something easier and more efficient.

Contents

• Preparing for the Meeting
• Understanding the meeting’s purpose
• Establishing an agenda
• Gathering the necessary materials
• Ensuring that everyone is aware of the meeting’s purpose and agenda
• Scheduling the meeting at a convenient time
• Inviting the necessary attendees
• During the Meeting
• Recording the key points of conversation and action items
• Utilizing shorthand and abbreviations
• Noting any decisions made
• Making sure everyone is aware of the action items
• After the Meeting
• Creating a summary of the meeting
• Reviewing and editing the minutes
• Confirming the accuracy of the minutes
• Distributing the minutes in a timely manner
• Tips and Best Practices
• Strategies and techniques to ensure that meeting minutes are accurate and complete
• Suggestions on how to facilitate productive meetings
• Establishing a system for archiving meeting minutes
• Suggesting ways to improve the meeting process and format
• Exploring methods for streamlining the minutes-taking processes
• Determining when it is necessary to record meeting minutes

Get started

Preparing for the Meeting

• Read the meeting agenda and familiarize yourself with the topics to be discussed
• Gather any documents or reports that you may need to refer to during the meeting
• Gather any materials you will need to record the minutes, such as a computer, paper, and pen
• Choose a location for the meeting that is quiet and will not be disturbed
• Check that the equipment needed for the meeting is in good working order
• Confirm that all participants have been invited and are aware of the meeting time and date
• When all these steps have been completed, you are ready to begin taking professional meeting minutes.

Understanding the meeting’s purpose

• Review any documents that were sent prior to the meeting
• Ask questions to understand the purpose of the meeting and what is expected to be accomplished
• Take notes to track the purpose/objectives of the meeting
• After understanding the purpose, you can check this step off your list and move on to the next one.

Establishing an agenda

• Create an agenda for the meeting. This should include topics to be discussed and any objectives that need to be met during the meeting.
• Make the agenda available to all attendees before the meeting begins.
• During the meeting, make sure that the agenda is followed and all topics are discussed.
• Once all topics have been discussed and all objectives have been met, the agenda can be checked off the list.

Gathering the necessary materials

• Obtain a laptop or tablet (if possible) to record notes digitally
• Gather note-taking materials such as notepads and pens
• Have a folder or binder for collecting handouts and other materials
• Make sure all necessary documents are available, either in paper or digital format

Once you have obtained all the necessary materials, you can check this step off your list and move on to the next one.

Ensuring that everyone is aware of the meeting’s purpose and agenda

• Outline the meeting agenda and purpose prior to the meeting
• Make sure that all participants are informed of the agenda and purpose
• Have all participants confirm that they understand and agree with the agenda and purpose
• When all participants have confirmed their understanding and agreement, you can move on to the next step.

Scheduling the meeting at a convenient time

• Decide on an appropriate, convenient time for the meeting that works for all attendees
• Check everyone’s calendars and make sure there are no conflicts
• Set a reminder for the meeting in each attendee’s calendar
• Once all attendees have been informed of the meeting time and have added it to their calendars, you can move on to the next step.

Inviting the necessary attendees

• Identify who needs to be present for the meeting (either by name or by role, e.g. department head)
• Determine the best way to contact the intended attendees (e.g. email, phone call, or in-person)
• Contact the attendees and provide them with the necessary information (e.g. date, time, location, and purpose of the meeting)
• Confirm the attendees availability and make sure they have all the necessary information
• When all intended attendees have been contacted and confirmed to attend, you can check this off your list and move on to the next step.

During the Meeting

• Arrive at the meeting on time, with all necessary materials (e.g. paper, pen, laptop)
• Introduce yourself to all attendees and explain your role in taking the meeting minutes
• Listen carefully to the discussion and record the key points of conversation
• Keep track of any action items that need to be completed
• Ask for clarification if you are unsure about any of the discussion points
• Take note of any important decisions that need to be made
• Remain impartial and professional throughout the meeting
• When the meeting is finished, thank everyone for attending

How you’ll know when you can check this off your list and move on to the next step:
Once the meeting is complete and you have taken note of the discussion points, action items, and any decisions that were made, you can proceed to the next step of the guide - recording the key points of conversation and action items.

Recording the key points of conversation and action items

• Make note of key points during the meeting by jotting down ideas and questions as they arise
• Pay attention to who is speaking and the action items discussed
• Record any decisions made during the meeting
• Pay special attention to any deadlines, tasks and follow-ups assigned to participants
• Once the meeting is concluded, review the points you have recorded and ensure accuracy
• When you are satisfied that you have accurately recorded all the key points of conversation and action items, you can check this step off your list!

Utilizing shorthand and abbreviations

• Prepare a shorthand/abbreviations list to use at the meeting. This should include things such as titles, etc.
• As the meeting progresses, use the shorthand/abbreviations to make taking notes easier.
• Make sure to note the full name and title of the speaker, as this is important for the record.
• Once the meeting is over, use the shorthand/abbreviations list to make sure all notes are correctly recorded.
• When you are done with this step, you should have a record of the meeting that is accurate and easy to read.

Noting any decisions made

• When a decision is made, make sure to note it clearly and accurately in the meeting minutes
• Include who made the decision and any relevant details
• Record the decision as soon as possible so that you don’t forget any of the details
• Check off this step when all decisions made during the meeting are accurately documented in the minutes

Making sure everyone is aware of the action items

• Make sure to review each action item and check with the participants to ensure everyone understands the task and any associated deadlines
• Ask for clarifications if anything is unclear
• Make notes on any changes or additions to the action items
• Check each action item off the list as you go
• When all action items have been discussed and clarified, you have completed this step and can move on to the next.

After the Meeting

• Collect the meeting minutes from all participants
• Ask participants to review and sign the meeting minutes
• Provide copies of the meeting minutes to all participants
• File the original signed meeting minutes in a safe location
• When all of the above tasks are completed, you can move on to the next step: creating a summary of the meeting.

Creating a summary of the meeting

• Read through the notes you took during the meeting and condense the information into shorter sentences or bullet points
• Make sure to include the main points and decisions made during the meeting
• Include the names of any people involved in the meeting and any action items that were assigned
• Once you have condensed the notes into a summary, you can check this step off your list and move on to the next step of reviewing and editing the minutes.

Reviewing and editing the minutes

• Read through the meeting minutes to ensure that all the relevant information is included
• Make sure all action items and decisions are listed accurately
• Check that all names, titles, and other important details are correct
• Identify any typos or errors and make the appropriate corrections
• When you are satisfied with the accuracy and readability of the minutes, you have completed the reviewing and editing step.

Confirming the accuracy of the minutes

• Ask the meeting attendees to review the minutes to ensure they accurately reflect the discussion and decisions
• Get agreement from all attendees that the minutes are accurate
• Make any necessary revisions to the minutes before finalizing
• When all attendees agree that the minutes are accurate, you can move on to the next step of distributing the minutes in a timely manner.

Distributing the minutes in a timely manner

• Send out minutes within 1-2 days of the meeting end
• Make sure to cc all attendees and organizers on the email
• Use a secure file-sharing service to store the minutes if necessary
• How you’ll know when you can check this off your list: you will receive a confirmation email from all attendees and organizers, or an acknowledgement that they have seen the minutes.

Tips and Best Practices

• Take notes in a consistent format throughout the meeting.
• Record decisions, motions, and any other action items.
• If a discussion is lengthy, summarize the key points that were discussed.
• Include a list of attendees and apologies for absence.
• Take notes of any discussion that takes place outside of the meeting.
• Double check that all proper procedures are being followed.
• When the meeting is finished, review your notes and make sure that the minutes are accurate and complete.
• When you’ve finished writing up the minutes, proofread them and make any necessary corrections.

How you’ll know when you can check this off your list and move on to the next step:

• When you’ve completed all of the tips and best practices outlined above, you can be sure that your meeting minutes are accurate and complete and can proceed to the next step of distributing the minutes in a timely manner.

Strategies and techniques to ensure that meeting minutes are accurate and complete

• Prepare ahead of time: know the agenda, attend the meeting in its entirety, and be prepared to take notes.
• Gather as much information as possible during the meeting: Confirm the names and titles of participants, record the decisions, action items, and any other important information.
• Summarize the discussion by taking notes in a concise and accurate manner.
• Ask questions during the meeting if there are any points that are not clear.
• Make sure to double-check the minutes after the meeting to make sure they are accurate and complete.

Once the strategies and techniques to ensure that meeting minutes are accurate and complete have been implemented, this step is complete and you can move onto the next one.

Suggestions on how to facilitate productive meetings

• Have an agenda and stick to it - make sure you review the agenda before the meeting and adjust it as needed
• Ask participants to come to the meeting prepared - remind them to bring any relevant documents or information they plan to discuss
• Manage time wisely - set a timer to help keep the meeting on track and limit discussion of any one topic
• Encourage participation - ask questions and make sure all participants have an opportunity to be heard
• End with a summary - recap the details of the meeting and the decisions that were made
• Assign action items - make sure each participant is assigned tasks to help move the discussion forward

You can check this off your list and move on to the next step when you’ve implemented these suggestions and facilitated a productive meeting.

Establishing a system for archiving meeting minutes

• Establish a filing system for meeting minutes, such as paper or digital files, to organize and store all meeting minutes.
• Consider using a cloud-based storage system for easy access for all participants.
• Set up a system for naming each meeting file using a format that works best for your company, such as by date or topic.
• Decide on a storage system for any backup documents related to the meeting minutes, such as agendas and meeting reports.
• For digital files, consider setting up a folder structure that reflects the filing system.
• When complete, check off the step and move on to the next step of suggesting ways to improve the meeting process and format.

Suggesting ways to improve the meeting process and format

• Brainstorm ideas for improving the meeting format, such as introducing an agenda, allowing for more time for questions and comments, or allotting specific time for each member to contribute
• Consider adding elements such as a report by the chairperson, or a time limit for each speaker
• Develop a list of suggested improvements and then review it with the meeting attendees
• Once the ideas have been discussed and a consensus has been reached, you will know that you have completed this step.

Exploring methods for streamlining the minutes-taking processes

• Research the different software options available for taking meeting minutes
• Compare the features of each piece of software to determine which is most suitable for your needs
• Consider the cost of purchasing and/or subscribing to the software
• Test out each software option to get a better understanding of how it works
• Decide on the best software to use for taking meeting minutes
• Once you have selected the appropriate software, you can check this step off your list and move on to the next step.

Determining when it is necessary to record meeting minutes

• Understand the needs of the organization in regards to meeting minutes
• Decide which meetings need to be documented with minutes
• Note meetings that are required to have minutes taken, such as board meetings, committee meetings, and special project meetings
• Check with the organization’s secretary or governing body to determine which meetings require minutes to be taken
• You can check this step off your list when you have a clear understanding of which meetings require minutes to be taken.

FAQ:

Example dispute

Suing a Company Over Minutes

• A plaintiff may raise a lawsuit referencing minutes if they believe that the minutes of a meeting of a company or organization have been used to make a decision which has caused them harm.
• The plaintiff must provide evidence that the minutes were taken and that the decision was made based on the minutes.
• The plaintiff must also provide evidence that they have suffered an injury or loss due to the decision.
• Settlement may be reached through negotiation, or if the suit is successful, damages can be awarded.
• Damages can be calculated based on the extent of the injury or loss suffered by the plaintiff.

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
Board Meeting Minutes To Approve Appointment Of Administrators By Company Directors Out Of Court
Board Meeting Minutes To Approve Completing Share Purchases Transaction Corporate Seller
Board Meeting Minutes To Approve Exchanging Contracts For Share Purchases Corporate Seller
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Board Meeting Minutes To Approve Interim Dividends By Private Limited Comany
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
Shareholder Meeting Minutes Approving Dissolution Missouri
Shareholder Meeting Minutes Approving Dissolution New Jersey
Shareholder Meeting Minutes Approving Dissolution New York
Shareholder Meeting Minutes Approving Dissolution North Carolina
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
Simple Board Meeting Minutes To Approve Transfer Of Shares
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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