Checklist for writing Meeting Minutes

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.

Example:

KEY

Vladimir: write press release proposal

Rosa: prepare speech for Wednesday action, prints pamphlets

Ernesto: prepare action training, schedule attendance for the clinic

etc.

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.

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