Taking and preparing minutes of meeting is an essential administrative function that ensures accountability, clarity, and continuity in any organization. Minutes are not just a summary of discussions; they are the official record of decisions made, actions agreed upon, and responsibilities assigned. A well-prepared set of minutes allows teams to track progress and provides evidence of due process in decision-making.

1. Before a meeting begins, preparation is the foundation of good minute-taking. Reviewing the meeting agenda helps the minute-taker understand the flow and objectives of the discussion. The template should include the meeting title, date, time, venue, list of attendees, and main agenda items. For example, an agenda might include topics such as:

• Confirmation of Previous Minutes
• Matters Arising
• Financial Report
• New Business

Preparing in advance also includes having access to relevant reports or past minutes, which helps to understand context and avoid confusion during the meeting.

2. During the meeting, the key is to listen attentively and record only essential points, mainly what was decided, what actions were agreed upon, and who is responsible. For example, if the discussion leads to a decision like “The Committee agreed to engage ABC Cleaning Services starting 1 November 2025,” it should be recorded exactly that way. Avoid lengthy dialogues such as “Members discussed at length about cleaning services and had differing opinions,” as such statements add little value to the record. The focus should always be on outcomes, not opinions.

3. It is also important to remain neutral and objective throughout the note-taking process. Personal expressions or emotional tones should be excluded. Instead of writing, “The Chairperson was unhappy with the contractor’s performance,” a better phrasing would be, “The Chairperson highlighted concern over the contractor’s performance and requested a performance review.” Maintaining this impartial tone gives the minutes a professional and credible appearance.

4. After the meeting, the minute-taker should draft the document promptly while the discussion is still fresh in mind. The minutes should follow the order of the agenda and use clear, concise sentences in past tense. Including an action table helps readers easily identify responsibilities. For example, under the section “Matters Arising,” a table can list:

• Action: Submit the revised quotation for the car park repainting work
• Person Responsible: Mr. Ahmad (Building Supervisor)
• Deadline: 15 October 2025

5. Formatting and presentation are equally important. Using numbered headings for each agenda item improves clarity. For example, “AGENDA 1: Opening Remarks,” “AGENDA 2: Confirmation of Previous Minutes,” and so on. Consistent font, spacing, and alignment make the document professional and easy to read. The final version should be saved in both editable (Word) and non-editable (PDF) formats for record and distribution.

6. Common mistakes to avoid include recording unnecessary details, forgetting to include decisions, and delaying the preparation process. For example, if the meeting discusses a maintenance issue and agrees that the Management will obtain three quotations, it must be clearly written in the minutes. Omitting such details leads to confusion later. Delays in circulating minutes can also cause action items to be forgotten or postponed, affecting overall progress.

7. To improve minute-taking efficiency, it helps to use personal shorthand during meetings, clarify uncertain points immediately, and confirm major decisions with the chairperson before finalizing the draft. Confidentiality must always be maintained, especially when minutes contain sensitive or financial information.

In summary, accurate and well-organized minutes are more than just documentation; they serve as a management tool to track accountability and ensure that discussions lead to concrete actions. Good minutes transform meetings into measurable progress and uphold transparency across all levels of an organization.

Example of a Full Meeting Agenda and Sample Minutes

Meeting Title: Management Committee Meeting
Date: 7 October 2025 (Tuesday)
Time: 3.00 p.m.
Venue: Meeting Room 2
Chairperson: Mr. Ali
Minute-Taker: Ms. Nurul

Agenda:

1. Opening Remarks
2. Confirmation of Previous Minutes
3. Matters Arising
4. Financial Report
5. Maintenance Issues
6. Other Matters
7. Adjournment

Sample of Minutes

AGENDA 1: Opening Remarks
The Chairperson welcomed all members and thanked them for attending the meeting. The meeting commenced at 3.00 p.m.

AGENDA 2: Confirmation of Previous Minutes
The minutes of the previous meeting held on 5 September 2025 were confirmed as correct and duly adopted.

AGENDA 3: Matters Arising

3.1 Car Park Repainting Work
The Committee reviewed the quotation received from ABC Contractor. It was agreed that the Building Supervisor would obtain two additional quotations for comparison.
Action: Mr. Ahmad to source quotations by 15 October 2025.

3.2 Gym Equipment Maintenance
The Committee noted that the treadmill had been repaired and is now operational.

AGENDA 4: Financial Report
The Treasurer presented the financial statement for September 2025. The Committee noted a surplus of RM8,200 for the month. Approval was given to allocate RM2,000 for the replacement of lighting at the main lobby.
Action: Management Office to proceed with procurement by 20 October 2025.

AGENDA 5: Maintenance Issues
The Chairperson raised concern over inconsistent cleaning quality by the current vendor. It was agreed to issue a warning letter and schedule a joint inspection next week.
Action: Management to prepare the letter and arrange inspection on 10 October 2025.

AGENDA 6: Other Matters
The Committee approved the proposal to organize a staff community day in November. Details will be discussed in the next meeting.

AGENDA 7: Adjournment
There being no further matters, the meeting was adjourned at 4.30 p.m.