We are publishing simple practical lists for organizers, under the tag “checklists for activists”. The pdf version of this one is available here: Checklist – Meeting Minutes v1 . If you download it, pay attention to the version number as we might update the files later.
Before the meeting
⎕ I know the topics and agenda of the meeting.
⎕ I know how detailed the meeting minutes are expected to be: just the decisions and information, or all the discussions? (In the latter case, it may be better to have more than one person taking notes.)
⎕ I know if there is any validation process: if the notes are to be sent to approval or modifications.
⎕ I am aware of the deadline to send the minutes.
⎕ I know where to send the minutes to.
During the meeting
⎕ I took note of the attendance list (if considered necessary).
⎕ I structure the notes as topics and subtopics.
⎕ I interrupt the discussion if it is too quick for me to take notes.
⎕ For the cases in which the reader is supposed to act, I use ACT (bold and in capitals) followed by the description of the necessary action.
Example: “ACT: Everyone fill in the form [link] until next Monday.”
⎕ For specific tasks, I write the name of the responsible person in bold.
Example: “On Tuesday we will have an action training. Ernesto will prepare the content.”
After the meeting
⎕ I formatted and organized the notes so that a person who was not in the meeting can understand the summary.
⎕ At the very beginning of the minutes I created a section, KEY, where I compiled the to-do lists by person.
Vladimir: write press release proposal
Rosa: prepare speech for Wednesday action, prints pamphlets
Ernesto: prepare action training, schedule attendance for the clinic
⎕ I sent the meeting minutes, or started the validation process.
⎕ If there is a validation process: I updated the document and sent the final version.