As any organizer of meetings knows, taking accurate meeting minutes is vital to ensuring that important decisions are recorded and that everyone involved can access the complete picture. However, the importance of meeting minutes goes beyond the mere recording of decisions made by a group of people. They play a vital function in changing the culture of an organization and can help to drive accountability.
It is important to include the rationale behind decisions, in addition to recording the next steps. This provides information that can aid in understanding, especially for those who weren’t present at the time of the decision. It also allows participants to be aware of how their contributions and votes are part of the larger picture. This is especially crucial when it comes down to decisions that have a significant impact on the organization.
The minutes of meetings should reflect the facts of the discussion, without expressing personal opinions or provocative remarks. This is why it’s important to record meetings in a calm space free of distractions, and to seek clarification whenever needed.
You should also include the date and location of the next meeting. This information will allow attendees to know the timeline for how to fulfill their duties. Lastly, it’s a good idea to record the final hour of adjournment.
It is crucial to share the minutes as quickly as possible after they are finalized. This will ensure that everyone has a new memory of them. They should also be saved in a safe, central place for easy retrieval.