The legal and organizational well-being of many companies and groups depends upon accurate record-keeping. Meeting minutes are among the most frequently recorded documents an organization collects. Their consistency and accuracy are vital if current and future meetings are to run smoothly. Though there is no official format for meeting minutes, there are some important guidelines to follow.The
. first section of the minutes should include the legal name of the company, the type of meeting, the date of the meeting, and its location. Place each item on its own separate line.Record attendees names in the next section. Mark "absent" next to the names of attendees who were expected but are not in attendance. Ask the name of attendees who are unfamiliar, and make a note of any attendees who are of special importance. It may also be helpful to create a seating chart. If the meeting is very large, record only the number of people in attendance, not their names.At this point, the last meeting's minutes should be read aloud for approval or amendment by the attendees. Once approval is obtained, the minutes should be signed. Record the approval and signing of the previous minutes in the current minutes. Note the start time of the meeting and the name of the person or persons presiding.When preparing to take minutes, it is helpful to make an outline of the agenda and fill in notes as the meeting progresses. A review of the agenda and the preparation of the outline should be prepared ahead of time if possible. Notes should include new business, old business, and other business. New business includes items addressed for the first time during the current meeting. Old business, or matters arising, refer to actions undertaken since the previous meeting.Minutes are an official record of decisions made during the meeting, not a narrative about the meeting itself. Be concise, and hit the major points of the meeting. Do not try to record every single comment. It may be helpful to use a tape recorder for back up. Have the minutes approved by the meeting's chairperson before leaving. For more information, please see: http://ask.reference.com/related/Minutes+Template+Free?&qsrc=2892&l=dir&o=10601
