There are several items worth including in meeting minutes. Keeping them organized and consistent helps ensure that meetings remain productive and accountable. Below are some common questions about what belongs in meeting minutes and how to record them clearly. 

What information should always be included in meeting minutes? 
Meeting minutes should include the meeting date, time, and location; a list of attendees and absentees; the minute taker; the meeting chair; agenda items discussed; decisions or resolutions made (and by whom); action items (and who is assigned to complete them); and the adjournment time. 

What should not be included in meeting minutes? 
There are several things that do not need to be included in meeting minutes. Personal opinions, side conversations, and unnecessary details are not needed. It is important to always remain neutral and objective. 

How can minute takers stay organized during the meeting? 
Organized meeting minutes help a team stay focused and on track. The minute taker has a variety of tools at their disposal to write the minutes. They could use templates, follow the agenda, or write what happens using bullet points. If things are happening too fast to capture clearly, the minute taker can note initials for who said what or use a recording device to review specifics later. 

When should minutes be distributed? 
Minutes are most useful when they are distributed shortly after a meeting, while the topics are still fresh in the board members’ minds. If there are delays in distribution, there could be confusion regarding who was assigned to what and what transpired during the meeting. It is possible that deadlines could be missed if the minutes are not circulated in a timely manner. 

Who approves or reviews the meeting minutes? 
It is important that someone is delegated to review and approve the meeting minutes since they are legal documents. 

A meeting chairperson typically reviews the minutes, then sends them to the board for review. Once everyone has had a chance to look over the meeting minutes, they are approved during the next meeting. 

It is also important to note that final versions of the minutes should be stored in a safe, organized, and secure location. Since meeting minutes can contain sensitive information, it is imperative that they are handled carefully. 

In conclusion, a meeting minutes document is a record of accountability. Keeping the minutes clear, accurate, and consistent ensures that everyone knows what was discussed, what was decided, and what comes next. 

Reference 

iBabs. (2024, October 1). 16 Meeting Minutes Best Practices To Streamline Your Processes. https://www.ibabs.com/en/board-meetings/