Psi Chi chapter secretaries are generally tasked with writing a record the minutes of each chapter meeting. But, wait! What exactly are “meeting minutes” and how should you write them?
Meeting minutes are simply a basic record of the events and motions made during a meeting. Of course, you don’t really need to write down the exact “minute” of every detail in a meeting. Instead, it is important that you capture the general spirit of the meeting such as motions, votes, and upcoming plans. This post will share a few tips and an example.
First Things First, Plan Before Each Meeting
Invite other officers and members to request any items that they would like added to the upcoming agenda. Having an organized agenda prepared in advance will make the most of your members’ time. And it makes taking the minutes easier too.
What to Include in Your Record of a Meeting
- Date of meeting
- Time the meeting was called to order
- Roll call
- New business
- Motions taken or rejected
- Items to be held over
- Next meeting date and time
- Time the meeting was adjourned
View an Example
So, what should your meeting minutes look like? All Psi Chi chapters are unique, but here is a general outline that you can follow:
Psi Chi Meeting Minutes
Call to Order
The chapter meeting was called and held on [DATE] at [TIME] at [LOCATION].
Approval of Minutes From Previous Meeting
The minutes of the previous meeting were read and unanimously approved as distributed.
Summarize any announcements and/or reports given.
Summarize any ongoing business.
Agenda for Next Meeting
List any items to be discussed at the next meeting.
The meeting was adjourned at [INSERT TIME]. The next general meeting will be [DATE] at [TIME] at [LOCATION].
Sharing Your Meeting Minutes
At each meeting, you will probably be asked by your chapter president to read the minutes for the previous meeting. If you aren’t asked, then volunteer to do so anyway! Quickly reviewing past chapter decisions will help remind everyone what is going on, and catch up new attendees so that they will feel more comfortable participating.
Meeting minutes should be made available to all members. You may wish to distribute print copies to members. Or, you could share your meeting minutes on social media, or on your chapter’s website or blog!
Other Helpful Tips
- Look over your notes and finalize your minutes as soon as possible after each meeting. This will ensure that you remember as much as possible.
- Feel free to ask for clarification when you need it.