Protokolle

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Getting down to writing: Minutes Form and Minutes Report
Muster für Protokollberichte

You have managed the tricky part of taking the minutes. But your job is far from over. Now the notes have to be extended to write the full minutes, thus ensuring everyone understands the content of the meeting and keeping it on record.

Note the slight difference in style - longer fuller sentences and fewer abbreviations - although you can still use initials rather than names for the members present. The contents are best laid out with clear headings, sub-headings and numbered points that logically point out the structure of the meeting. When you have done the minutes once, it could be helpful if you use them to create a template so that you don't miss out information in the future and standardize the process, making it much quicker.

Some more hints:

• The date: if you write the date in an abbreviated form, there are differences between American and British English. Americans write the month first, followed by the date and year. The British follow the European standard of writing the day, then the month and the year. This means that 8th May 2010 is written 5.8.2010 in the USA and 8.5.2010 in the U.K.
• The time: this is normally written with a.m. and p.m. rather than the 24-hour clock.
• You can always write Mr, Ms and Mrs without a full stop. This convention, common in letter-writing and part of 'block style', can be found in all forms of modern correspondence (e-mails, reports, and so on). However, if you prefer to use full stops (some companies still do), it looks better to be consistent throughout the document.
• Don't waste your valuable time writing out people's names in full! There is plenty of time for that later in the report. Use their initials instead.
• Use your judgement on the use of other abbreviations. CI (Corporate Identity/Image) might be obvious, but especially when dealing with external companies, err on the safe side.
• AOB is short for 'any other business'. Literally, this is meant to cover anything that has not been covered yet and can be translated as 'Sonstiges' and is the last point on the agenda. (In Austria and Switzerland, 'Allfälliges'.)
• Your name as minute-taker should be entered at the end of the report.

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Minutes Form
Minutes Form blanko
Minutes Report