Whether it’s a staff meeting, community meeting, or a departmental meeting, holding one on a regular monthly basis can help the organization keep track of their status and progress. When there are meetings, there will always be minutes to keep everything documented. Instead of making one from scratch, we have Monthly Meeting Minutes Templates in Google Docs available here. With its ready-made and easily editable elements, you may even use these in emergency meetings. Don’t stress yourself when writing meeting minutes, get the help you need by subscribing to our templates today!
How to Create Monthly Meeting Minutes in Google Docs
According to a survey on the website, Highfive, 73% of attendees multitask while a meeting is in session. Obviously, this is prone to missing out on important details, but there are meeting minutes to help them get back on track. Here are some useful tips to help you with writing meeting minutes.
1. Take Note of the Attendees
Checking who’s present and who’s absent in a meeting is important. One reason is that when motions are made, you can determine the number of those who are and are not in favor of it. Aside from the attendee’s name, make sure they also include the position they’re holding and their contact information.
2. Write Down Motions, Suggestions, and Decisions
Among the many things to write in board meeting minutes, the most important ones include the motions, decisions, and approvals made. Be mindful of these when they’re taken up. Also, make sure to include the name of the person who made the suggestion or decision.
3. Keep Your Notes Short but Reliable
Don’t try to record everything verbatim. Not only is this impossible, but it’s also unnecessary. Keep your meeting minutes short but highly informative. Simply write an outline of the most important matters and then rephrase or summarize the details. This will save you the stress as well as save the reader from having to go through lengthy notes.
4. Use a Sound or Voice Recorder If Needed
Only if needed, have a sound recorder within reach during the meeting. Why? The pace might be too fast for you and you might miss a lot of important information. By recording the meeting, you can review it afterward to ensure that your committee meeting minutes contain all the important matters.
5. Don’t Hesitate to Ask for Clarifications
Another way to catch up if the pace is too fast is by asking for clarifications. However, do not interfere while somebody is talking, do this only after a person is speaking. Asking for clarifications is normal, don’t shy away from doing it especially if you’re making a meeting report.
