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Taking minutes in a meeting
Erfolgreich Protokolle schreiben

Who should take minutes?

If you are an important member of the meeting, make sure you delegate the job of taking minutes to someone else. Speak to a colleague beforehand as people are notoriously reluctant to take on this responsibility. If you are the minute-taker, follow the steps below.

How to take minutes

1. Look at the meeting agenda, minutes from the last meeting, and any background paperwork that needs to be discussed. Record the meeting with a digital recorder, if you have one.
2. Sit beside the chairperson so that she/he can clarify any difficult points in the course of the meeting.
3. Note down as a title: "Minutes of the meeting of (company name)."
4. Make a note of the date, time and place of the meeting.
5. Pass around a sheet of paper for participants to sign. This list can also help identify speakers by seating arrangement later in the meeting.
6. Write down who arrives late or leaves early so that these people can be informed about what they missed.
7. Note items in the order in which they come up but keep their original item numbers as noted on the agenda. Decide whether the item is a 'discussion item' or an 'action item' and note this accordingly.
8. Record the motions made and the names of people who made them, as well as any motions passed.
9. Make a note of any items put to the vote, and the way in which they were voted (show of hands, ballot etc.)
10. Focus on the results of the meeting rather than every little detail. You should then have a sheet of paper that has a list of clearly labelled items on the agenda, in the order they were discussed, and any decisions that were reached.

As the minute-taker, you should also sign the minutes with your name. Before you distribute them, check what you have written for spelling and punctuation, as well as factual accuracy. If you are not sure of any part, go back to the recording you made and check. Finally, wait for any reactions or amendments or omissions, which usually come at the following meeting, before filing them.

Tip!
It helps to have a printed sheet with spaces for names and any other details, such as email addresses ready to hand around. You might also want to consider inserting 'please print' or 'please write in capitals' if there are a lot of new names, so that you can be sure that you spell them correctly.

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