The Art of Minute Writing: Tips and Tricks from Virteffic 

Minutes are an essential aspect of corporate governance. They provide an accurate record of the discussions and decisions made during meetings and ensure that the organisation complies with legal standards while maintaining a historical record. Effective minute writing helps protect the organisation against liabilities and ensures all attendees are clear on their responsibilities. 

Basic Principles of Effective Minute Writing 

To write minutes effectively, several foundational principles must be followed: 

Clarity, Conciseness, and Objectivity 

• Clarity involves ensuring that the minutes are understandable to anyone who reads them, regardless of their involvement in the meeting. Use plain language and avoid jargon or colloquialisms. 
• Conciseness means providing a complete yet succinct summary of the meeting. Include all critical discussions and decisions but avoid unnecessary detail. 
• Objectivity is crucial. Minutes should be neutral and unbiased, focusing on the facts rather than opinions. They should not reflect any personal perspectives. 

Language

• Avoid technical terms unless widely understood by the audience. When they must be used, provide definitions. 
• Use the active voice to make the minutes lively and clear (e.g., “The board approved the budget” instead of “The budget was approved by the board”). 
• Write in the third person to maintain formality and impartiality (e.g., “The chairperson opened the meeting” rather than “I opened the meeting”). 

Preparation

Preparatory actions equip minute-takers with the necessary background knowledge and context, ensuring that they can follow the meeting discussions closely and record them effectively. Preparation also facilitates a proactive approach to minute-taking, where the minute-taker can accurately anticipate discussions and decisions, thus enhancing the overall quality of the minutes. 

• Review of Agenda: Begin with a detailed review of the meeting agenda. This will provide an overview of the topics to be discussed and help you anticipate the flow of the meeting. Understanding the agenda items in advance allows for a more structured approach to minute-taking. 
• Familiarisation with the Board Pack: Prior to the meeting, thoroughly familiarise yourself with the board pack or meeting materials. This includes reports, presentations, financial statements, and any other documents that will be discussed. A deep understanding of these materials will enable you to capture discussions more accurately and put decisions into context. 
• Examination of Previous Minutes: Review the minutes from the previous meeting to refresh your memory of ongoing issues, past decisions, and action items that may resurface or require follow-up. This step is crucial for maintaining continuity between meetings and ensuring that unresolved items are addressed. 

Structural Tips 

A well-organised structure is key to effective minutes. Follow the order of the agenda to structure the minutes. Each agenda item should have its section in the minutes. Ensure transitions between topics are smooth to keep the minutes coherent and logical. Overall, the structure should promote accuracy and ease of reading. Key elements to include are: 

• Date, time, and location of the meeting. 
• Names of the attendees, as well as the names of those unable to attend. 
• Key items discussed, including any presentations or documents referred to during the meeting. 
• Decisions made, including any votes taken and their outcomes. 
• Action items, noting who is responsible for each task and the deadline. 

Effective minute writing is not merely a clerical task but a critical component of corporate governance. Therefore, the role of the minute-taker is crucial and should be approached with the seriousness and diligence it deserves. 

Mastering the art of minute writing does not happen overnight. It requires practice, attention to detail, and a good understanding of what is critical to the record. Practice is essential, as is a willingness to continuously refine and improve your minute-writing capabilities.