Instructions 1.

o 1 CREATE A HEADER Insert the following information at the top of the document: - Meeting name or title - Date of the meeting - Location of the meeting - include name of facility, city, and state While there is no strict format for recording meeting minutes, centering the header information at the top of the page can enhance readability. o 2 DESCRIBE THE MEETING PURPOSE Leave a couple of blank lines after the header, and type the words "Meeting Purpose" (or "Meeting Objective"). If the purpose has been previously published, such as for a symposium or through an email announcement, use that text verbatim. If the meeting is more informal, then describe, to the best of your knowledge, the reasons for getting together. o 3 LIST THE ATTENDEES Leave a blank line after the purpose statement and list the names and affiliations of all of the meeting attendees. For example, "John Smith - XYZ Corporation." If there are more than about ten or so attendees, however, it's preferable to include the detailed attendance list as an appendix to the minutes. In this case, write "Attendees: See last page" or "Attendees: See Appendix." o 4

DOCUMENT THE DISCUSSIONS Organize the body of the notes according to topic, committee department, etc. For each major area of discussion, list: - The discussion topic and a brief (2-3 sentence) overview - The outcome or decisions that were made - Any actionable items, along with the person responsible for ensuring the action items are completed and the item's due date o 5 SIGN AND CIRCULATE Type the name, date, and contact information of the person recording meeting minutes, and then send the minutes out for review. For a small meeting, all attendees should be given the opportunity to comment on the minutes before they are finalized. For larger meetings, only key attendees, such as chairpersons, division heads, etc. should review the document. When distributing the draft copy of the minutes, make sure to specify the date by which you need comments back. It's also a good idea to add a note indicating that no response signifies agreement (or something to that effect). o 6 FINALIZE THE MINUTES Once you receive comments back (or you reach your deadline), make all necessary changes. As the person recording meeting minutes, you'll also need to you'll need to resolve any issues or disagreements as soon as possible.

 1 Type the time, date and place that the meeting took place at the top of the minutes. 2 Record the names of those in attendance. Also, record the names of those who are required to be at the meeting, but are absent. You may be required to note whose absence is excused. If so, you can simply put "excused" in parenthesis next to the person's name who has been excused from attending the meeting. 3 Document whether or not the minutes from the last meeting are approved. The minutes should have been handed out as each person arrived at this meeting. Or, they can be emailed, see "Tips" below. At times, something from the last meeting's minutes will need to be amended in some way. If so, you can record it like this: "Minutes from the meeting dated ____ are approved pending the change of ___ in item # __". Usually this will be something simple such as a name or correction on attendance. 4 Follow the agenda (that should have been given to all of the principle meeting attendants prior to the meeting). The agenda will help you to record each discussed topic in order. 5 Record the main, major points made for each topic in the agenda. The minutes should cover any decisions made or follow-up needed for each agenda item. 6 When typing the minutes, type the word "Action" under any agenda item's minutes that has a required action from a member of the board or an attendee. The word "action" should be bold and in italics. It should occupy a line of it's own. This makes it easy to find and helps to keep track of who is to be doing what. 7 Write or type any "Other Business" topics that are discussed and who was responsible for bringing up the item at the meeting. The agenda should have provided for attendees of the meeting to bring up new or "Other Business". There should also be a time limit indicated on the agenda for this. 8 Indicate in your minutes the agreed upon time, date and place of the next meeting. 9 Sign off on your minutes. The last line of your typewritten minutes should read something like, "Minutes recorded by (your name and title, if any).