Meeting notes help members remember what they agreed. Keep them simple so everyone can understand the decisions affecting them.
Steps to follow
Prepare the agenda
Record the date, location and topics to discuss. Begin by reviewing the actions expected from the previous meeting.
Separate discussion from decisions
Record the decision and how the group reached it. Mark unresolved topics as pending rather than treating them as decisions.
Assign a person and a date
For each action, name the person responsible and when they will report back. Keep contribution records and receipts separately.
Review, agree and retain
Read the notes back so mistakes can be corrected. Confirm them using the group’s agreed process, store them securely and use them at the next meeting.
A planning example
Example of a clear action
“The group agreed that the treasurer will compare the contribution register with receipts and report any differences at the next meeting.” This states the task and its owner; add the date agreed by the group.
Your reminders
- The recorded decisions are clear.
- Each action has someone following it up.
- Personal information is kept securely.