Details about the book on taking minutes of meetings

Checklist for Preparing for Meetings, Writing Agendas and Taking Minutes of Meetings

By Heather Baker

Download a free copy of this checklist for preparing for meetings, writing agendas and taking minutes of meetings.

The suggested timings work for most meetings but this will depend on the nature of your business and how well your systems work so you need to work out your actual timings.

Before the meeting: (timings are ahead of the meeting date)

1. Arrange meeting with all attendees. 3-4 weeks
2. Book room, refreshments and equipment (be aware of any special needs). 3-4 weeks
3. Nominate chairperson and minute taker. 3-4 weeks
4. Draft agenda. 2 weeks
5. Get informed on topics to be discussed. 2 weeks
6. Speak to or meet any attendees who can increase your knowledge. 2 weeks
7. Meet with the chairperson to discuss requirements for the meeting and the minutes and agree agenda. 1 week
8. Distribute agenda and papers. 1 week
9. Email to remind people to bring papers from the previous meeting, such as minutes. 1 week
10. Start writing your minutes on the template now saved as a word document. 1 week
    
11. Prepare your dress and behaviour (what shall I wear, what might I say). 1 week
12. Check refreshments are OK. 2 days
13. Seating plan, if required. 2 days
14. Ensure you have plenty of paper and pens (or a laptop – is there plenty of battery time left?). 1 day
15. Arrive at the meeting room early to set up and check – select your and the chairperson’s seats if not already assigned. On the day
16. Greet people as they arrive. Unless it is specifically part of your role, don’t get involved in making/serving drinks as this is a distraction from minute taking. If it is your role, you may want to question this. On the day

During the meeting:

1. Keep an eye on the time for the chairperson; timings can be included on the agenda
2. Listen
3. Take notes, not minutes
4. Interact assertively when required
5. Assist the chairperson as agreed
   

After the meeting: (timings are after the meeting date)

1. Review your notes as quickly as possible. On the day
2. Start typing the minutes – just a rough draft first of all. On the day or 1 day later
3. Summarise the meeting and convert your notes to minutes. Next 2-3 days
4. Proofread your minutes. Day after writing minutes
5. Ask the chairperson to check the minutes if necessary. Next 3-4 days
6. Distribute as appropriate. As soon as ready
7. Go back to beginning of this list for the next meeting!

The book gives advice on most of the stages above.

By Heather Baker

About Heather Baker
Details about the book on taking minutes of meetings
Resource page for the book, including the workbook and links for example minutes
Preview inside the book
Praise for the how to take minutes of meetings training