Writing Effectively at The World Health Organization

Records: Organizing

Prepare to take notes

Here are some suggested steps to take when getting ready to take minutes and write the record of the meeting. Before the meeting:

  1. Determine the required format for your minutes document. If you haven’t taken minutes before, or not for this group, find out if there is a template you should use, or if there are any formatting requirements. Review a recent set of minutes made for the same group's meeting, and familiarize yourself with the layout or template.
  2. Determine the type of information that must be included, and the level of detail required or expected. Review a recent set of minutes and note how significant items are recorded.
  3. Find out who will read the minutes. For example, will they be circulated to all participants; will they be filed and not circulated?
  4. Make a written list of participants’ names, positions or titles, and organizations.
  5. Obtain a copy of the agenda, if one has been prepared ahead of time. Prepare an outline based on the agenda items. If you are writing by hand, leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause.
  6. Be prepared! Study the issues to be discussed and ask questions ahead of time. If you have to fumble for understanding while you are making your notes, they won't make any sense to you later.

© WHO 2011