Government meeting minutes provide a window into the past and a glimpse of the future. They form a historical record of the official actions of a government agency, board of directors, or school board. They serve as the primary communication tool for keeping the public informed. Meeting minutes also provide a list of actions to be taken to ensure goals are met.
An organization’s success often rests on meeting minutes. Their content identifies who attends a meeting, what is discussed, and how decisions are reached. Without minutes, participants may forget what tasks need to be completed before the next meeting or who is responsible for critical actions. As a result, projects are delayed, and critical decisions are not made.
A meeting secretary is responsible for ensuring the minutes provide a complete and accurate record. For many secretaries, government meeting software helps to manage the process from agenda creation to minutes distribution.
Learn more about how successful entities take meeting minutes.
What Are Meeting Minutes?
Meeting minutes are a written record of the proceedings of an organization of persons. Most jurisdictions consider minutes of government or school board meetings to be legal documents that represent what happens during the specified meeting. Some state and local governments have published rules concerning what should be included in the minutes. Others rely on existing procedural documents for what is required.
Minutes offer reference points that can be revisited or reviewed by participants and the public. They may be used as evidence during litigation, making it essential that they comply with any requirements or standards. Ensuring that minutes are accurate, complete, and in compliance is part of the secretary’s responsibility.
For example, a planning commission meeting or a housing authority meeting may have to make the meeting minutes available to the public within five business days of the meeting date. That can be difficult, depending on the secretary’s other duties. By deploying technology designed to help with managing government meetings, secretaries can create workflows that improve operating efficiency.
How to Take Meeting Minutes
Meeting minutes should be consistent. They should have an established format that makes it easier to follow and can help group notes during a meeting. Creating a template is one way to ensure consistency while reducing the time required to take, record, and distribute minutes.
Preparation
The best minutes begin well before the meeting starts. Secretaries spend time familiarizing themselves with what transpired during previous meetings and what is to be discussed during an upcoming meeting. Knowing the topics and terms makes it easier to follow discussions and to tie comments together that may seem disjointed.
Attendees and Agenda Tracking
When taking minutes, begin by listing the names and titles of all attendees present or absent. As the meeting progresses, track the agenda items as they are discussed. Note any changes to the agenda or any items that are postponed for future meetings.
For each agenda item, record any action items or decisions made during the meeting. Include the name of the individual responsible for each action item and the deadline for completion.
Active Listening and Note-Taking
To capture an accurate record of a meeting, the person responsible for compiling the minutes must engage in active listening and take notes throughout the meeting. This means avoiding distractions, such as cell phones or multitasking, and focusing on each speaker. The best note-takers develop a system that works for them, such as shorthand, bullet points, or diagrams, to capture key points.
Clarification and Verification
If something is unclear during the meeting, ask for clarification from the speaker or other participants. This helps ensure accurate notes. After the meeting, take the time to verify details with the relevant parties. This could include confirming action items, decisions, and any other key points discussed.
Distribution and Follow-up
Timely distribution of meeting minutes should be the goal of any secretary. Prompt delivery allows participants to review the information before they forget what transpired. It also reminds those with assigned tasks when they are due and what is expected. Following up on tasks can become time-consuming if secretaries cannot automate the process.
How eScribe Powers Effective City Councils
While taking minutes can be done by hand, using a meeting management system like eScribe helps manage meetings, organize workflows, and automate processes. The platform, purpose-built for the public sector, offers the following features:
Meeting Manager
Using eScribe’s meeting management platform, organizations can prepare meeting materials digitally. Documents can be shared and modified among participants, because everything is located in one place.
Minutes Builder
Minutes Builder lets secretaries take minutes within the platform. They can take notes, track attendance, and mark motions. The builder helps organize member debates, assigned tasks, and motions so secretaries can focus on the meeting. With a vote manager, electronic voting ties into attendance for simple and accurate tallies.
Reporting and Workflows
eScribe’s platform allows organizations to create workflows to expedite processes such as minutes approval. Workflows can identify the appropriate people to review and approve documents. They can track deadlines and ensure responses are received by their due date. With a centralized database, secretaries can check statuses and monitor deadlines from one place.
Collaborative Tools
Using a cloud-based platform allows officials to access information remotely. Secure access ensures that confidential information is protected. Organizations do not have to delay actions because a key participant is traveling or working from home. This capability was a key reason that the City of Greensboro, North Carolina, chose eScribe’s platform.
eScribe’s modular design grows with an organization. As cities grow, the local council’s duties and responsibilities increase. However, the resources do not always keep pace with that growth. Having access to technology that automates key processes allows communities to remain productive.
eScribe’s pricing is tiered based on size, making a prompt return on investment possible for even the smallest organizations. Contact us to discuss how eScribe can make your meetings more productive.
