Minutes serve as a permanent, formal record of what transpired during a meeting. Their primary purposes include:

• Objective Summary: Providing a clear and unbiased overview of the group’s activities.
• Information Sharing: Communicating details to members who were unable to attend the meeting.
• Action Reminders: Serving as reminders for future expected actions.
• Historical Record: Documenting the decisions made by the group and the reasoning behind those choices.

Once approved, minutes are regarded as legal documents and can be utilized in legal matters.

Formal Minutes

Formal minutes are used in meetings that are led by a chairperson following established parliamentary procedures. Various reference guides, such as Robert’s Rules of Order and Procedures for Meetings and Organizations, provide guidance on these protocols. Typically, an organization’s choice of procedure is detailed in its bylaws.

Semiformal or Action Minutes

Semiformal or action minutes are used by small groups who do not have a clearly defined operating structure.

Things to Consider

Minutes do not need to be recorded verbatim, except for motions, which should be documented exactly as stated. Creating a word-for-word account can be too time-consuming for both preparation and review. However, the level of detail required can vary among groups. Some prefer minutes to be a comprehensive outline of all discussions to justify decisions, while others believe that background information is unnecessary as long as members grasp the context of the remarks.

It is important that you, as minute-taker, know what type of minutes the group expects to receive and can deliver them consistently.