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Q&A for How to Take Minutes
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QuestionWhere can I get training for taking minutes?This answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.wikiHow Staff EditorStaff AnswerYou can get minute taking training online from a variety of websites that offer courses and webinars in various business skills. You might also be able to take a class from the business school at a local college or university.
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QuestionWhat’s the professional format for meeting minutes?This answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.wikiHow Staff EditorStaff AnswerThere are a variety of formats you can use, but Robert’s Rules of Order offers a good foundation for formatting your minutes professionally. You can also use a template to help you format your minutes in a professional and logical way.
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QuestionIf I only have three employees, who are family members, do I still need to record the minutes?Community AnswerYes. Decisions should be published in minutes for clarity and future reference.
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QuestionWhy should the chairperson sign minutes before they are distributed?Community AnswerMeeting was called and presided by the chairperson, who checks and confirms all the discussion and comments made during the meeting.
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QuestionIf there is a Q&A at the end of the meeting, should all questions and answers be recorded?Bayo AladeloyeCommunity AnswerIt is not necessary to record all questions and answers, but it is important to listen attentively to the outcome.
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QuestionIs it necessary to use each attendee's full name?Community AnswerNo. You could use initials (ideal for anonymity), shortened names, first names only, or nicknames.
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QuestionIs it important to sign minutes?Community AnswerYes. If there are questions now or in the future when you are no longer secretary, people will know who to contact.
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QuestionShould a chairperson also write the minutes?Community AnswerNo. The person keeping the minutes should not have additional officiating roles at a meeting.
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QuestionFor how long do minutes have to be kept? How many years?Community AnswerMinutes are very important. They are saved and might be referred to for years and years to come. If it is a legal matter, for example, someone's reputation may depend on them. For historians, permanent records are invaluable. Make them digital and keep them in the cloud for eternity.
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QuestionIs it unprofessional to use people's initials, for example, "motion from JS" instead of John Smith?Community AnswerNo, it's actually a lot better. Due to the confidentiality acts that are out, it's safer to write initials, that way if any prying eyes were to see the documentation, they wouldn't be able to tell who it referred to (unless they already knew the people).
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QuestionShould I write "respectfully submitted" at the end of the minutes?Community AnswerNo. Salutations and sign off are not put on minutes. If you want, you could write: "Minutes recorded by ..." and sign over a signature block (or the person chairing the next same type of meeting can sign to indicate that the members agree that the minute are a true record).
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QuestionDo the pages need to be numbered?Community AnswerUnless there is only one page, each page should be numbered to ensure that each recipient has a complete set of minutes. Attachments and appended documents should also be numbered.
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