What is the best way to ensure meeting minutes comply with organizational policies?

1 Know the policies

Before taking notes, it is important to become familiar with the organization's policies regarding meeting minutes. These policies may vary depending on the level, function, and nature of the meeting, such as board meetings which may have more formal and detailed policies than staff meetings. The policies may cover elements like required elements of the minutes, preferred format and style, approval process and timeline, distribution and storage. If unsure about the policies, ask your supervisor, manager, or the meeting chair for clarification. Additionally, review previous minutes of similar meetings to understand expectations and standards.

2 Take clear and concise notes

During the meeting, it's important to take clear and concise notes that capture the main points and outcomes of the discussion. Summarize key information and actions, while using abbreviations, symbols, and shorthand to save time and space. As a guide, use the agenda and follow the order of topics. Record the names and roles of attendees, as well as any motions, proposals, or decisions made. Highlight any action items, deadlines, responsibilities, and follow-ups that are assigned or agreed upon. Also note unresolved issues, questions, or concerns that need further attention or clarification. Lastly, make sure to mark any attachments, documents, or reports that are referenced or presented in the meeting.

3 Draft and edit the minutes

After the meeting, you should draft the minutes as soon as possible while the information is still fresh in your mind. It's important to use your notes and other sources, such as recordings, slides, or handouts, to fill in the gaps and provide more details. Additionally, you should follow the format and style specified by policies to make sure the minutes are clear, accurate, and consistent. To help you draft and edit the minutes, here are some tips: use a template or sample that matches the type and purpose of the meeting; organize the minutes into sections and subheadings that correspond to the agenda items; present the information using bullet points, lists, or tables; use plain and professional language without jargon, slang, or personal opinions; check spelling, grammar, punctuation, and terminology for errors or inconsistencies; verify facts, figures, names, and dates with sources; review for clarity, completeness, and relevance and delete any unnecessary information.

4 Seek feedback and approval

Before you finalize and distribute the minutes, you should seek feedback and approval from the relevant parties. This may include your supervisor, manager, or meeting chair, as well as any other stakeholders who have a vested interest in the meeting outcomes. Send them a draft of the minutes and ask them to review it and provide any comments, suggestions, or corrections. Be open to receiving and incorporating their feedback and making changes required by policies or best practices. To help you seek feedback and approval, set a deadline for receiving it and follow up with the reviewers if necessary. Use a tracking or commenting tool to show changes and revisions made to the minutes. Acknowledge and respond to the feedback, explaining the rationale behind any changes or disagreements. Obtain a formal sign-off that confirms accuracy and validity of the minutes. Thank the reviewers for their input and cooperation, informing them of the next steps.

5 Distribute and store the minutes

Once you have the final version of the minutes, you should distribute and store them according to the policies and best practices. To ensure that the minutes reach their intended recipients in a timely and secure manner, and are accessible and retrievable for future reference, you should use the appropriate method and format to deliver them, such as email, print, or an online platform. It's also important to include a cover letter or message that summarizes the main points and actions of the minutes, as well as attach any relevant documents or reports that support or supplement them. Additionally, you must follow the retention and disposal schedule of the minutes and comply with any legal or ethical obligations regarding confidentiality, privacy, or security. Lastly, it is essential to file or archive the minutes in a designated location or system and label or index them for easy identification and retrieval. By following these tips, you can ensure that your meeting minutes comply with organizational policies and reflect an accurate record of the meeting. This will not only boost your professionalism and credibility as an office administrator but also improve communication and collaboration within your organization.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?