Whether you choose to use shorthand, longhand, or a computer, it’s important to note that only motions and resolutions should be recorded verbatim. It’s advisable to request that members provide complicated motions in writing. The remainder of the minutes should serve as an objective summary of what transpired during the meeting.
Pay close attention to the discussions, as understanding the context is crucial.
Determine whether the group’s goal is simply to gather information or to reach a decision. If the latter is true, your notes should reflect the progression of the discussion.
In cases where the group is addressing a controversial issue, ensure that you capture a balanced view by noting various pros and cons. Avoid injecting personal bias and treat all comments with equal importance.
Guidelines for Recording
Record:
- All pros and cons
- New information
- All motions (both passed and defeated)
- Outcomes of motions
- Expected actions
Do Not Record:
- Speaker’s qualifications or experience
- Outdated information
- Redundant details
- Personal remarks
- Anecdotal exchanges (he said/she said)
Check with your organization regarding the practice of recording withdrawn motions, as this can vary.
