To write minutes in a meeting as a secretary, follow a structured and clear approach that captures the essential details, discussions, decisions, and action items accurately and objectively.

Key Elements to Include

1. Basic Meeting Details: Date, time, location, and a list of attendees and absentees.
2. Agenda Overview: Organize minutes according to agenda items.
3. Decisions and Action Items: Document all motions, decisions, who is responsible for actions, and deadlines.
4. Follow-up Items: Note tasks for future meetings and ongoing projects.
5. Objective and Impartial Notes: Avoid personal opinions and focus on factual summaries.

Steps to Write Meeting Minutes

1. Prepare before the meeting by reviewing the agenda and creating a note-taking template.
2. Take detailed notes during the meeting, focusing on key points, motions, and assignments.
3. Write the minutes soon after the meeting while details are fresh.
4. Organize the minutes clearly, reflecting the agenda structure.
5. Highlight important decisions and action items.
6. Proofread for clarity, brevity, and accuracy.
7. Distribute the minutes to attendees promptly.

Basic Meeting Minutes Template

• Meeting Title:
• Date and Time:
• Location:
• Attendees and Absentees:
• Call to Order: Time and by whom
• Approval of Previous Minutes
• Agenda Items: For each item, include discussion summary, decisions made, and action items with responsible persons and deadlines.
• Other Business
• Next Meeting: Date, time, location, preliminary agenda
• Adjournment: Time and mover

Following these guidelines ensures effective, clear, and legally sound meeting minutes that keep your organization organized and accountable as a secretary.