Avoid These Common Minute-Taking Mistakes

Minute-taking is a vital part of any meeting. It ensures decisions are properly recorded, actions are clearly assigned, and discussions are captured in a way that supports good governance. But even the most experienced minute-takers can fall into habits that affect the quality and clarity of the final document.

Over the years, I’ve come across many of these challenges first-hand. With practice and a structured approach, they’re easy to avoid. Here are some of the most common pitfalls and how to stay clear of them.

Including too much or too little

Striking the right balance is one of the biggest challenges. Too much information can make minutes long and confusing; too little can leave important points out.

How to get it right:
✔ Focus on the key points, outcomes, and decisions
✔ summarise discussions clearly without trying to record everything word-for-word
✔ use a consistent structure or template to help guide your note-taking

Missing decisions and actions 

If minutes don’t clearly show what was decided or who is doing what, they lose their purpose. This can create confusion and lead to missed actions.

To avoid this:
✔ clearly record each decision made, including context if needed
✔ list action points separately and include the person responsible and the deadline
✔ use simple, direct language so there’s no ambiguity

Using vague or unclear wording

Vague minutes are hard to interpret and can easily lead to misunderstandings.

Instead:
✔ avoid general phrases like “it was agreed” or “some concerns were raised”
✔ state who said what (where relevant) and summarise key takeaways
✔ use neutral, factual language that accurately reflects the conversation

Skipping the review process

Even well-written minutes can be undermined by typos, unclear phrasing, or inconsistencies.

Make time to:
✔ proofread and check your work before circulating
✔ use spelling and grammar tools, especially when working at speed
✔ if possible, ask a colleague to review for clarity and accuracy

Delaying the draft

Leaving it too long after a meeting to draft the minutes can lead to errors or forgotten points.

Stay on track by:
✔ drafting the minutes as soon as possible while everything is still fresh
✔ using collaborative tools like SharePoint to speed up reviews and approval
✔ keeping the process streamlined so the final version is circulated promptly

Inconsistent formatting and style

Inconsistency in layout, formatting, or terminology makes minutes harder to follow and less useful as a reference.

Avoid this by:
✔ using a standard template with clear sections such as meeting details, agenda items, decisions, and actions
✔ keeping formatting consistent for names, dates, and headings
✔ aligning your style with the organisation’s preferences and any regulatory requirements

Good minute-taking is all about preparation, structure, and clarity. Avoiding these common mistakes can make your minutes more useful, professional, and actionable; whether you’re documenting a quick internal catch-up or a formal board meeting.

At Virteffic, we support governance professionals with tailored training and outsourced minute-writing services. If you’d like to improve your approach to minute-taking, get in touch, we’d be happy to help.