The minutes of the meeting are important documentation that a Committee must maintain as they are a legal document. Effective minute taking refers to the process of capturing accurate and concise records of discussions, decisions, and actions during meetings. It involves the skilful and organised documentation of key points, resolutions, and any other relevant information discussed during the meeting. Here are some characteristics of effective minute taking:
| Active Listening | The minute taker should attentively listen to the discussions and conversations during the meeting to capture the essence of what is being said. |
| Note-Taking | Taking clear and concise notes is crucial. The minute taker should focus on capturing the main points, decisions, and action items without getting overwhelmed with unnecessary details. |
| Structure and Club or branch | The minutes should follow a logical structure, including headings or sections for different agenda items. This helps readers navigate through the document easily. |
| Accuracy and Objectivity | The minutes should accurately reflect what transpired during the meeting, capturing the key points and decisions made. It is essential to maintain objectivity and avoid personal opinions or biases. |
| Clarity and Brevity | The minutes should be written in clear and understandable language, avoiding jargon or technical terms. They should be concise, capturing the essential information without excessive verbosity. |
| Timeliness | Minutes should be prepared and distributed promptly after the meeting while the discussions and decisions are still fresh in everyone’s minds. This allows for timely follow-up and action. |
| Action Items and Follow-up | The minutes should include a section for action items, clearly outlining who is responsible for each task and the expected timeline for completion. This helps ensure accountability and follow-through on agreed-upon actions. |
| Review and Approval | The minutes should be reviewed by relevant stakeholders, such as the chairperson or committee members, to ensure accuracy and completeness before they are officially approved. |
| Confidentiality | Confidential information discussed during the meeting should be treated with discretion and not included in the publicly distributed minutes. |
Australian Institute of Company Directors has a guide on how to take minutes Minute Tool
While this is no best practice, the members may request to place items on the agenda at the beginning of the meeting. In this way, items that are suggested at the beginning of the meeting will be discussed in turn.
Please note: items for inclusion on the agenda at the meeting will be taken into to consideration if time permits. The Chair will decide if there is sufficient time for the item to be discussed at the end of the meeting.
Please refer to your constitution or regulations/by-laws to ensure general business items are allowed.
Distribution of minutes
Please refer to your Branch/Club constitution and By-Laws for timeframes and requirements.
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