Author: Matt McEwan

Minute Taking as a Career Skill: How Training Can Open Doors

Posted on by Matt McEwan

Minute Taking as a Career Skill: How Training Can Open Doors

Posted on by Matt McEwan

Introduction

In almost every organization, meetings are where the big decisions are made, and organizational strategy is developed. However, if these critical decisions and strategic priorities are not properly documented in the meeting minutes, they may not be communicated or executed effectively. Yet the skills required to take minutes and capture these decisions clearly, accurately, and concisely are often overlooked, and the people asked to document these crucial meetings don’t always receive the training needed to do so correctly.

Far from a routine task, minute taking requires knowledge, refined skills, and the right tools to make the process structured and efficient. When done well, minute taking highlights your attention to detail, demonstrates your neutrality, and shows that you understand governance in action. Proper minute-taking training can set you apart from your peers, enhance your credibility, and even open new career opportunities.

Why Minute Taking Is More Than “Note-Taking”

When understanding minute taking, it’s important to know that meeting notes and meeting minutes are not the same thing. Notes are typically informal and personal, intended to help individuals track the parts of a meeting that were important to them. Minutes, on the other hand, are generally official, legal documents written for the organization and its stakeholders. They are the written record of what happened during an official meeting, and organizations are usually required to keep them for a set period for accountability and regulatory purposes.

Therefore, meeting minutes require significantly more skill than note-taking, including an awareness of what should and should not be included. So, when you are asked to take minutes, it’s not about typing quickly to capture as much as possible. It’s about knowing what to capture and how, which is where professional training makes all the difference.

Making Yourself Indispensable

For many people, minute taking can feel like one of the most dreaded responsibilities in any meeting. It is often viewed as tedious, difficult, and time-consuming. Capturing conversations in real time, distilling complex discussions into clear decisions, and documenting the different conversations in a format that satisfies both governance standards and stakeholder expectations is no easy task. Because of this, many people will do everything they can to avoid taking minutes—passing the responsibility to someone else whenever possible.

This reluctance creates opportunity. Organizations are frequently searching for someone who can reliably handle the task, and when they find a capable and trusted minute taker, that person becomes invaluable. Consistently accurate and objective minutes build a reputation for reliability and trustworthiness. Over time, skilled minute takers move far beyond “administrative support” and become integral to how an organization ensures accountability, continuity, and sound decision-making.

A Competitive Edge in the Job Market

Being trained in minute taking can create abundant opportunities with your current employer. It can also make all the difference in a competitive job market. Look at the specifications of job postings for administrators, executive assistants, municipal clerks, and governance officers, and you will see minute taking listed more often than you’d expect. Employers recognize the rarity of experienced and proficient minute takers and are sensitive to the damage that bad record-keeping can cause. Applicants who can step in and deliver strong meeting minutes from day one without much learning curve are in demand, yet difficult to find. 

Formal training, along with a certificate of completion, will provide that reassurance and help you stand out in a sea of applicants. If you already have some minute-taking experience, professional training will not only build upon your skills and toolbox but will also verify your expertise and credentials. 

A Transferable Skill Across Industries

A wide variety of boards, from community associations to non-profits, depend on effective minute taking to ensure compliance and accountability. But it isn’t solely a boardroom task. Organizations in healthcare, education, business, and all levels of government require the same skills for their multitude of meetings. With proper training, you will carry a capability that transcends industries, borders, and meeting types. What may seem like a technical function can serve as a passport to a variety of career opportunities. 

Expanding Your Career Path

Minute-taking training can also serve as a springboard to opportunities in other roles. Minute taking is commonly an early responsibility for governance professionals, and many build from that foundation into roles such as compliance officer, governance coordinator, or corporate secretary, as their experience and scope broaden. A great minute-taking course can do more than teach you the right techniques and tools. It can help build your governance knowledge and open your mind to other opportunities in this dynamic space. 

Minute Taking Fundamentals

For the first time, Minutes Solutions is making our renowned training program, which has shaped hundreds of our professional minute takers for more than a decade, available to the public. Our self-paced, online Minute Taking Fundamentals course provides expert instruction from North America’s leading professional minute-taking firm. In addition to interactive lessons, you’ll receive these practical, downloadable resources to use immediately:

  • Minute-taking templates
  • Checklists for before, during, and after the meeting
  • Sample minutes and real-world examples
  • Step-by-step guides

You’ll learn proven techniques to prepare and produce clear, compliant minutes faster and with greater confidence.

To celebrate the launch, we’re offering a 25% discount for a limited time.

To learn more about the course and see firsthand how our professional minute-taking training can open doors in your career, check out our training site today:

Minute Taking Fundamentals

AGM Meeting Minutes

AGM Minutes Template: What to Include and Why It Matters

Posted on by Matt McEwan

AGM Minutes Template: What to Include and Why It Matters

Posted on by Matt McEwan

The annual general meeting (AGM) is perhaps the most important occasion in an organization’s calendar. As a professional body, homeowners’ association, or non-profit, your annual general meeting provides members with a complete picture of the last year and the future, through an overview of audited accounts, board elections, policy changes, discussions on future direction, and more.

AGM minutes serve as a legal record to confirm that the meeting took place, that motions were moved and passed, and that the elections complied with the relevant regulations. They also support the preparation of an annual report, ensuring the board’s achievements and financial transparency are documented for all stakeholders.

An effective AGM minutes template is more than a plus for the minute-taker, it’s a major benefit for the organization itself. Let’s work our way through what is included in a set of AGM minutes and why each item matters.

1. Meeting Details and Introductions

Start with basic information, such as the name of the organization, meeting type, date, time, and location (or medium for online meetings). Then, list the members at the head table—the chair, directors, and guests, such as the auditor or recording secretary.

Why it matters: Recording meeting minutes and key attendees verifies that the AGM was properly convened, ensures transparency for members, establishes continuity and accountability, and clarifies who presented reports or advised on governance.

2. Welcome and Opening Remarks

While not required by law, a welcome helps to set the tone for leadership in the meeting. The president typically gives the welcome and can incorporate an introduction of the chair or facilitator, as well as a thanks to those attending.

Why it matters: This provides transparency and organizational structure, most notably in larger associations where members may not be personally acquainted with leadership or the board.

3. Awards and Recognition (if applicable)

If your AGM includes recognition—service pins, volunteer awards, committee recognition—include these details in your minutes. List the types and names of the awards, as well as the winners or those recognized.

Why it matters: This not only shows respect but also serves as an official record for future internal use, including in future newsletters or governance reviews.

4. Quorum Confirmation and Call to Order

Note the number of members present (including proxies) and state whether quorum was reached as per the by-laws.

Why it matters: Accurate record-keeping prevents disputes and supports audit readiness.

5. Evidence of Notice

Confirm that notice was given in accordance with the by-laws and applicable legislation.

Why it matters: Recording due notice establishes that a valid meeting was convened and supports the legitimacy of all decisions made.

6. Adoption of the Agenda

Include an express motion that affirms the agenda was adopted (as given or as amended), and names the mover and seconder.

Why it matters: Adopting the agenda formally defines the scope for the meeting and ensures members agree on the meeting topics.

7. Approval of Previous AGM Minutes

The minutes from the previous AGM must be approved. If changes were made, be clear and precise about what was changed, even quoting the new and old text if necessary.

Example:
 “The last sentence in section 13.3(b) was changed to read as follows: ‘Motion defeated, with 39 in favour and 99 against.’”

Why it matters: This shows consistency between AGMs and confirms your organization’s records. Keeping thorough meeting minutes also helps track motions and discussions year after year.

8. Appointment of Scrutineers (for Elections)

Record those appointed to assist with ballot-counting and election oversight.

Why it matters: This provides transparency and ensures fairness and procedural integrity in elections.

9. Presentation and Approval of Financial Statements 

Summarize the auditor’s report and identify key questions and answers from those present. Record the motion to approve the financials.

Why it matters: This is arguably the most legally significant element of an AGM. Stakeholders require assurance that the organization’s finances have been independently reviewed and approved.

10. Appointment of the Auditor

Also, note the motion to appoint (or reappoint) the auditor for the upcoming fiscal year, along with the names of the mover and seconder.

Why it matters: The appointment of auditors is typically a requirement under local legislation or by-laws. Documenting this in writing ensures your organization is in compliance.

11. Budget Presentation and Approval

Capture the highlights of the draft budget presentation, the questions or concerns of those present, and the motion to adopt the budget.

Why it matters: This shows fiscal transparency and can prevent future confusion or disputes.

12. President’s and Committee Reports

Add a summary of the key updates on initiatives, new programs, office changes, or committee activity. This text doesn’t need to be captured verbatim; an overview of the highlights will suffice.

Why it matters: These reports show board accountability and evidence of how member fees and volunteer efforts are spent.

13. Revising By-laws

For by-law change votes, include:

  • A summarization of the proposed changes being voted on (if there are multiple)
  • Mention the background materials received in advance, the rationale for the changes, and the exact wording
  • The exact number of votes in favour and against, or the percentage of votes in favour, if available
  • A clear statement of whether the changes passed or failed

Why it matters: By-law amendments are an involved process with many steps that occur before the final vote. Documentation of the rationale, previous work, and the final tally can help resolve or defuse future challenges to by-law changes.

14. Elections

Elections should be divided into three sections:

  • Nominations (who was nominated or if nominations were made from the floor)
  • Motion to close the nominations
  • Election results (who was voted for and their term)

Why it matters: Conducting elections is a key component of an AGM. Accurate records strengthen the authority of the elected board and its members.

15. Q&A

Summarize comments or questions. There’s no need to record every line of discussion, just the issues raised and the replies given.

Why it matters: This shows the board is listening and responsive, and it also provides future boards with an understanding of any concerns raised over time.

16. Adjourn

Close the meeting with a motion to adjourn, noting the time, and who moved and seconded the motion.

17. Signatures and Disclaimer 

End your minutes with signature lines for two directors and a statement that the document is a summary, not a transcript.Why it matters: Signatures verify the minutes as official and help differentiate the final copy. The disclaimer protects against future challenges about discussions that may have been summarized or perceived to be omitted.

Last Lesson Learned: A Good Template Saves Time and Trouble 

Annual general meeting minutes are not an afterthought; they are an official governance document and the only formal record of what was agreed. A well-designed and carefully thought-out AGM minutes template is vital for the minute-taker and protects the board. If your AGM minutes are inconsistent or confusing, consider getting professional help. For many boards, outsourcing the preparation of minutes after each annual meeting ensures accuracy and peace of mind.

Minutes Solutions provides expertly written AGM minutes that are neutral, factual, and aligned with best practices. Let us handle the record-keeping while you focus on the decision-making.

Need help preparing professional AGM minutes? Let our experienced team manage the process for you by providing accurate, compliant, and prompt meeting minutes every time.

Get a Minute Taking Quote

Should Meeting Minutes Always Be Written Chronologically?

Posted on by Matt McEwan

Should Meeting Minutes Always Be Written Chronologically?

Posted on by Matt McEwan

A clear, well-organized agenda is a key component of a successful meeting. At Minutes Solutions, we recommend organizing your minutes by agenda order rather than following the strict chronological order of the meeting itself. This method produces clear, easy-to-review minutes that are simple to approve and fully compliant. For those who may be unconvinced, here’s why agenda-based minutes are our clear favourite.

Two Approaches to Meeting Minutes

When taking minutes, you can organize them in one of two ways: by agenda (Agenda-Based Organization) or in the chronological order of the meeting (Chronological Organization). Each approach offers advantages and shapes how easily participants can review and understand a meeting’s outcome.

Agenda-Based vs. Chronological

Agenda-Based Organization: This method groups all discussions under the agenda headings, regardless of when they occurred, making it ideal for formal governance.

Chronological Organization: You record the minutes in the exact order the discussions occurred. This approach, which is often used in informal workshops, training logs, or brainstorming sessions, captures every turn of the discussion as it happens.

The Benefits of Chronological Minutes

1. Accurate sequence: The meeting and all discussions are captured in the exact order they are discussed, even if the discussions are fragmented and topics are split across multiple sections.

2. Clear timing: By including time stamps, regulators and auditors can easily verify when each comment was made. However, this has the trade-off of making for significantly longer minutes and can make finding a final vote or motion require scanning the entire document.

3. Transparency in Decision-Making: Chronological minutes provide a clear trail of how discussions evolved, showing the context leading up to each decision. This makes it easier for stakeholders, regulators, or future board members to understand not just the outcome, but also the reasoning and deliberation behind it. 

The Benefits of Agenda-Based Minutes

1. Improved compliance: Minutes align directly with the items listed in the meeting notice, ensuring that you meet procedural standards.

2. Efficient review: Reviewers can locate decisions under familiar headings, reducing questions and revisions.

3. Consolidated records: All comments, motions, and outcomes for each topic are presented in one place for clear understanding.

Handling Off-Agenda Topics

But what happens when the meeting diverges from the agenda? Here are our recommendations for how to handle an unscheduled discussion:

1. Briefly note where it occurred. For example, add a line under the current heading, such as “Member asked about reserve funding.”

2. Utilize the new business or other business sections. Include the full details of the discussions and any motions or actions under these sections.

3. Include a time marker if required by the bylaws. You can do this by adding “At 3:07 p.m.” next to the entry to indicate the time of the discussion.

Additional Considerations

1. Regulatory requirements: Some organizations demand strict chronological records. Always check your governing documents.

2. Meeting type: Step‑by‑step records often come in handy for workshops, but formal committees, board meetings, and AGMs generally require agenda‑based precision.

3. Audience needs: Executives and legal reviewers need quick access to decisions, while operational teams sometimes require the detailed flow of the discussion.

4. Complex conversations: In debates that circle back and forth, cross-references (e.g., “See Other Business, item 3”) can be used to preserve clarity and can be used more efficiently in agenda-based minutes.

Best Practices for Minute Takers

1. Be prepared: Read the agenda and background materials thoroughly.

2. Match the agenda: Use the exact wording from the notice for your headings. 

3. Employ cross‑references: Direct readers to where subjects are also included in other sections. 

4. Check with the Chair: Before the meeting begins, confirm where off‑agenda items should be included.

Example in Practice 

Financial Report: The treasurer went through the last quarter’s numbers, and a Director asked about reserve funding. 

New Business: At 3:10 p.m., a Director asked about reserve funding. The Treasurer affirmed that current levels are adequate to meet policy and no additional assessments are being contemplated. 

Practical Application 

Agenda-based minutes are shorter and more convenient for review. By keeping your minutes consistent with the notice of meeting, you are certain of compliance, and decision‑tracking becomes more straightforward. Use clear headings, foresee and plan for unexpected matters, and confirm the placement of off-agenda items with your chair. The results are minutes that enable effective governance and informed decision‑making.

Want your minutes to be clear, structured, and legally sound? Our training sessions teach you how to organize and format minutes that meet best-practice standards.

Learn More

3 common minute-taking mistakes

3 Common Minute-Taking Mistakes

Posted on by Matt McEwan

3 Common Minute-Taking Mistakes

Posted on by Matt McEwan

Taking meeting minutes may appear to be a simple administrative task, but as anyone who has taken on this job knows, it is far from easy. When done properly, taking minutes doesn’t just create a record of events; it showcases the structure of the decision-making process, supports good governance, and keeps the team on the same page. Poorly taken minutes can cause real issues, such as legal complications, project or decision delays, and the loss of important information.

With years of experience training minute takers and reviewing our clients’ previous sets of minutes, we’ve become well-versed in not only identifying the most common mistakes but also in how to avoid them. The good news is that most of these problems are easy to fix once you know what to watch for.

Here are the three most common mistakes made when taking minutes, along with tips on how to avoid them.

1. Having decision-makers take the minutes

In smaller organizations, it’s not unusual for the chair or a senior team member to take the minutes, especially when resources are limited. It feels efficient, but in practice, it can create problems. If the person leading a meeting is also taking notes, it can be hard to stay neutral. There’s a natural tendency to write from your point of view, and it’s easy to miss something important while you are focused on speaking, not listening. Alternatively, there is always the danger of unintentionally leaving out the things you disagree with. 

These issues can directly affect the accuracy and value of the final minutes. 

Here’s what we advise instead:

1. Ask a neutral party to take the notes, ideally a professional third-party minute taker.

2. Give the minute taker enough time after the meeting to finalize the draft before distributing it.

3. Once the draft is complete, encourage a quick review process to ensure the clarity and accuracy of the notes while the information is still fresh in the minds of the participants.

Where employing a professional third party isn’t possible, having a template and structured review process will go a long way in keeping things accurate and objective. 

2. Recording opinions instead of decisions

This error might be the most common one exhibited by less-experienced minute takers: recording what people said rather than the details of the decision itself.

It’s easy to see how this happens, especially in a meeting where there’s a lot of discussion surrounding the decisions, or the discussion is long and heated. But it’s important to understand that good minutes are focused on outcomes, not the conversations that lead up to or follow them. Minutes need to record the final decisions of a conversation and a concise summary of any relevant context, not the conversation itself. 

For example:

  • James wanted to paint the lobby green, but Sarah said she hated green and that the green paint was too expensive.

Versus

  • Motion passed 5 – 2 to paint the lobby beige.

It was noted that beige was the only colour to perform well in the resident survey and be within the budget.

The second option provides significantly more clarity and information, including the final decision itself. It focuses on the end result and removes subjective opinions and arguments.

It’s also always important to keep your language simple and neutral. It’s helpful to avoid adjectives or persuasive language, except when there is a specific legal requirement to do so. Whether they are being reviewed a week or a year later, your minutes should help people understand the outcome of the meeting and the objective context behind important decisions.

3. Poor data storage practices

It’s not hard to imagine; you are so focused on the production of the minutes that you give too little thought to where or how to store them. However, the storage and ease of accessibility are just as important as writing the minutes themselves.

Depending on the jurisdiction, minutes may need to be kept for seven years or more; this isn’t just good practice, it’s also a legal requirement. Yet, even if it’s not a legal requirement, it’s important to give record storage careful consideration. People come and go, memories fade, and meeting formats can change. Without a reliable and well-thought-out storage system, it’s all too easy to lose meeting minutes and the record of the important decisions held within.  

Best practices for record keeping:

1. Store your minutes in a secure, digital location. Cloud platforms, especially those with version control and built-in backups, are a great option.

2. Use a consistent format or template that includes the date, attendees, agenda items, decisions, and action points.

3. Use a consistent file naming policy and label minutes according to sensitivity (e.g., Executive Session, Public, Confidential).

4. Define clear access policies. It is typically best to assign permissions based on roles or committees, not individuals.

Conclusion

Avoiding these common pitfalls by entrusting minute‑taking to a neutral party rather than a decision‑maker, focusing solely on concrete decisions instead of opinions, and implementing secure, organized records storage ensures that your minutes support transparent, actionable governance. 

The opportunity for mistakes spans the entire minute‑taking process: who writes them, how they’re written, and how they’re handled afterward. By deliberately addressing each area, your organization can produce accurate, reliable records that bolster accountability and compliance.

Meeting Minutes vs. Meeting Notes

Meeting Minutes vs. Meeting Notes: Understanding the Key Differences and Benefits

Posted on by Matt McEwan

Meeting Minutes vs. Meeting Notes: Understanding the Key Differences and Benefits

Posted on by Matt McEwan

Have you ever walked out of a meeting and thought, “Wait, did we actually decide anything?” If so, you are not alone. If referring to the meeting documentation does not answer this question clearly, you likely were relying on meeting notes when what you really needed were meeting minutes.

For any organization, open communication is key. Good communication includes recording the meetings in a standardized and accountable way. Whether you work for a non-profit corporation, serve on the board of a condominium, or hold internal business strategy meetings, consistency is important in how discussions and decisions are recorded.

However, many teams confuse the functions of notes and minutes. These terms are most often used interchangeably, but in practice they are quite different. 

Understanding the distinctions between the two can help you maintain compliance, improve governance, and get more out of your meetings—regardless of the meeting type. Accurately recording decisions and discussions also ensures that teams are aligned on expectations, meaning who is doing what, and for what purpose.

What Are Meeting Minutes vs. Meeting Notes?

The “minutes vs. notes” distinction reflects how seriously organizations take their records.

Meeting notes are informal, unstructured records compiled by individuals attending meetings. They tend to be personal. Notes may comprise to-do items, side comments, or personal impressions; there is no mandated formatting, or approval process. Notes are frequently compiled as events occur, with little subsequent editing.

Minutes, on the other hand, are formal, systematic records that—once approved—serve as the official, legal record of a formal meeting, such as a board meeting. Minutes comprise motions, decisions, task assignments, and timelines. Typically, there will also be an assigned person in the meeting, such as a secretary or third-party minute taker, whose role is to accurately and objectively document the meeting.

Who Are Each Option For?

Notes are often for the benefit of an individual: the note taker themselves. Notetakers record reminders, momentary observations, or project ideas. Notes often are not shared, archived in a standard way, or consulted after they are archived.

Minutes, by contrast, serve the group as a whole, which may include board or committee members, executives, auditors, absentees, and counsel. Minutes provide transparency, continuity, and accountability. Minutes are always shared to some degree, and must be properly archived and consulted ahead of the next meeting for approval in the next set of minutes.Notes are often for the benefit of an individual: the note taker themselves. Notetakers record reminders, momentary observations, or project ideas. Notes often are not shared, archived in a standard way, or consulted after they are archived. 

How Are They Recorded?

Notes can be recorded in the margins of an agenda, or on a notes app, for example. With notes, people tend to record them in a way that works for the individual note taker.

Minutes, by contrast, frequently depend upon formatting software, version control, and review protocols. Uniformity is achieved with templates. Although AI-assisted transcription programs can create a rough transcript, human review, rewriting, and editing is always required to attain accuracy, neutrality, and readability.

When to Use Meeting Notes, or Meeting Minutes? 

Notes are useful for internal brainstorming, casual check-ins, and personal follow-up. They represent individual thoughts, and are not meant to speak for the group. Notes are used to clarify ideas, make sense of next actions, or remember what the individual observed.

Minutes are required for formal meetings such as board meetings, council meetings, committee meetings, and public meetings. They are often required by law or internal governance arrangements, and need to be an accurate, unbiased, and easily accessible record.

In short, when there are decisions to be taken that are going to have an impact on operations, finances, or legal standing, then minutes are appropriate. Examples would include budget approvals, adopting policies, issuing contract awards, or documenting votes and motions.

Minutes create a verifiable trail of what you discussed and decided, which is a function notes are not intended to accomplish.

To illustrate, consider the difference in how the same discussion is captured.

Notes might look like this:

“Talked about the new website. Sam likes blue. He wants to move forward.”

Minutes, however, take a more structured form:

On a motion made by Sam Lee, seconded by Priya Nair, it was resolved to approve the proposal to adopt the blue colour scheme presented by Acme Consulting for $3,000, inclusive of tax. Motion carried.

The board discussed the vendor proposals for the new website design, and it was agreed that Acme Consulting presented the preferred option among the group. Implementation is scheduled to begin next quarter.There is a stark difference between meeting notes and meeting minutes. Notes record what a participant found noteworthy. Minutes serve as a record of decisions. Notes are personal; minutes are official.

Whenever your meeting has legal, financial, or regulatory effects, you need to use minutes for official record-keeping purposes.

***

There is a stark difference between meeting notes and meeting minutes. Notes record what a participant found noteworthy. Minutes serve as a record of decisions. Notes are personal; minutes are official.

Whenever your meeting has legal, financial, or regulatory effects, you need to use minutes for official record-keeping purposes.

Legal and Organizational Implications

Minutes are legal documents. They are required by various statutes governing private, public, and non-profit organizations. Lawyers and authorities refer to minutes frequently during audits, in cases of disagreement, or during reviews.

Notes, convenient as they are, are not legally binding. Trying to use notes instead of formal records exposes an organization to:

● Lack of verifiable records

● Missed decisions

● Liability and legal issues

● Poor audit trails

Official meeting records must contain sufficient detail in order to stand up in court. In White v. Clinton County Board of Commissioners, 76 Ohio St. 3d 416 (1996), the Ohio Supreme Court found that skeletal minutes lacking sufficient detail failed to meet legal requirements, emphasizing that minutes must be complete and accurate to clearly reflect decisions made.

Properly maintained minutes can help organizations demonstrate due diligence, and proper oversight. Well-maintained minutes are frequently a safeguard during periods of uncertainty.

Who Should Be Taking the Minutes?

Notes can be created by anyone, and often are. They can be written by someone on the team to remind themselves of their own action items.

Minutes should be taken by a designated individual who understands the fundamentals of minute taking. This individual is often the secretary, but ideally, a third-party professional or minute taker is assigned this task. When board members and meeting attendees take the minutes, objectivity can be jeopardized. Furthermore, it is extremely difficult to actively participate in a meeting, while also documenting it. When board members take their own minutes, there will likely be bias, selective recording, or accidental exclusion.

A professionally trained, neutral minute taker will ensure the record reflects what happened, without including extraneous opinions from individual participants not relevant to the outcomes achieved during the meeting.

What Happens After the Meeting?

With notes, often nothing. They live within a notebook, or a notes app. They are not always reviewed or standardized, and they frequently get misplaced or forgotten with time.

Minutes follow a simple procedure:

● Written with approved templates

● Reviewed by meeting participants

● Agreed-upon amendments are made

● Approved during the subsequent meeting

● Stored in a central, secure archive

● Typically posted publicly, or shared with relevant stakeholders

This formal approval cycle provides minutes with credibility and reliability, and establishes a track record of decision-making by meeting participants.

Quick Comparison of Notes vs. Minutes

FeatureNotesMinutes
PurposePersonal referenceOfficial record
AudienceIndividual note takerOrganization, stakeholders, regulators
StructureInformal, subjectiveFormal, objective
Legal StatusNoneLegal or regulatory document
Shared/Approved?Typically notReviewed, approved, and stored
Taken ByAny participantSecretary or designated minute-taker

Formal Meeting Summaries

While notes and minutes are two distinct things, there is actually a third option to choose from: Formal meeting summaries. These summaries are suited to meetings and events that would benefit from accurate documentation, but do not have formal governance requirements. Examples are conferences, seminars, medical rounds, roundtable discussions, and planning meetings.

Like minutes, formal meeting summaries are disciplined and polished. These summaries, however, typically do not contain certain hallmarks of meeting minutes, such as records of motions, votes, or other formalities.

Summaries are drafted to share with meeting participants, and those who were unable to attend. The goal is to preserve key insights, and help meeting organizers ensure participants get the most out of the event. These summaries record the highlights, decisions, recommendations, and next steps that emerge out of long or paced discussions.

In contrast to ad hoc notes, summaries are reviewed for completeness and clarity. Whereas summaries do not necessarily require the same degree of formal approval and long-term archiving as with minutes, summaries are far more valuable and professional than ad hoc notes. Summaries are an easy reference for participants, as well as absentees. They provide a way to transform good conversations into actionable takeaways.

In addition to professional minute-taking, formal meeting summaries is a service Minutes Solutions specializes in providing, for a variety of industries and meeting types.

Conclusion

The meeting minutes vs. meeting notes distinction is not about which format is better; the distinction instead is framed around using the right tool for the right purpose. Both notes and minutes have value, but only minutes create a reliable, objective, and legally sound record.

In our experience, organizations that prioritize proper documentation are better equipped to stay structured, make clearer decisions, and avoid unnecessary risks.

Still relying on informal notes to track key decisions? It might be time to consider how professional record-keeping can help safeguard your organization.

Types of Dashes and how to use them

Types of Dashes (and When to Use Them)

Posted on by Matt McEwan

Types of Dashes (and When to Use Them)

Posted on by Matt McEwan

Have you ever noticed that there are varying lengths of dashes? The well-known short one (the hyphen -) and the two other, less well-known, versions (the en dash (–) and the em dash (—))? If you have, but aren’t sure when to use those longer ones, you’re not alone. We will cut through the confusion on this topic and highlight the differences with examples and simple tips.

Getting to Know the Dashes

It is a common misconception that these dashes are interchangeable. Likewise, many people can rely too much on the standard hyphen for everything. However, while often overlooked, correct dash usage is essential for clarity and professionalism.

The Hyphen (-)

The hyphen is the shortest of the three dashes. The hyphen is used to connect words or numbers, such as phone numbers (123-456-7890), compound descriptors (“part-time”), or newly coined terms (“blue-greyish”). It also joins elements, such as “well-known,” “cost-effective,” and creates more complex constructions, such as “award-winning-sounding.”

Yet, it is important to note that not all compound words need a hyphen. For example, some are always single words (“bookstore”), some are always separated (“high school”), and others depend on convention and context. Importantly, compound words often have exceptions, so double-check when unsure. The hyphen is the most commonly used and familiar of the dashes and helps writers provide context and clarity when used correctly.

The En Dash (–)

The en dash, slightly longer than the hyphen but shorter than the em dash, is often misunderstood. Its primary function is to represent a range of values, such as dates, numbers, or locations. Examples include “June–August” or “pages 22–40.” The en dash is typically a substitute for the word “through.”

Unlike the hyphen, the en dash is not a standard keyboard button. The use of the en dash may require the use of a word processor’s special character menu or a specific keyboard shortcut.

The Em Dash (—)

Interestingly, the original reason for the names ‘en dash’ and ‘em dash’ was because the first should be the length of an ‘n’ and the second the length of an ‘m.’   

The em dash brings emphasis and clarity to a sentence when used appropriately. The em dash can serve in place of parentheses, providing a less formal and more visually engaging separation of thoughts. It may also stand in for a colon, introducing a conclusion, explanation, or extra detail at the end of a sentence. In situations where too many commas may clutter a sentence, the em dash offers a clean alternative, helping to maintain clarity and flow.

Consider the following examples:

  • Harry sampled the bakery’s new pastry—and the results were less than favorable.
  • Our board includes three officers—Sarah May, President; Frank Stewart, Treasurer; and Alexandra Gill, Secretary—and two directors at large.
  • The budget meeting—scheduled for next Monday—is expected to be contentious.

The em dash is highly adaptable. It can neatly set off supplementary information, make a pause, help organize lists with internal commas, and inject nuance into written communication.

Things That Get Weird (Because of Dashes)

  • If you’re using em dashes to surround a phrase—like this one—drop the commas. Let the dash do its thing.
  • Have a question or exclamation inside those dashes? The punctuation stays inside, like this—can you believe it? —and not outside.
  • Parentheses inside dashes and dashes inside parentheses introduce a level of complexity we don’t need to explore right now, but this does indeed occur.

One Last Thing

If this all still feels confusing, don’t worry. The differences between the three dashes are nuanced and not well known on the whole. However, if you want that professional touch, need to put together a formal report, a published article, or expect a red pen, it helps to know your dashes.

And if all else fails and you don’t have a professional editor at hand? Choose one type of dash and use it consistently.

organizational meeting

What is an Organizational Meeting?

Posted on by Matt McEwan

What is an Organizational Meeting?

Posted on by Matt McEwan

Every great board or committee begins with one thing: the organizational meeting. It is the humble beginning that will establish the structure, authority, and direction of the group for the future.

What is an Organizational Meeting, and why is it Important?

An organizational meeting is the first formal meeting for a newly formed board, committee, or other governing body. It is the meeting that allows the group to specify leadership roles, delineate decision-making processes, and establish key operating ground rules. Sometimes, it is called an inaugural meeting, a turnover meeting, a board organization meeting, or a post-election meeting. Regardless of the name, the function is the same: establishing order and clarity from the onset.

Given the importance of this meeting, it is equally important that the meeting be prepared for with the utmost care and accurately documented.

What’s on the Agenda?

The agenda for an organizational meeting often involves significant governance decisions, such as:

  • Electing officers, the chair, secretary, treasurer, and other significant posts
  • Scheduling meetings and other important activities
  • Voting on or reviewing bylaws and notable policies to guide the organization’s work
  • Reviewing or confirming professional service providers such as community managers, auditors, or lawyers
  • Granting signing authority over bank accounts and other legally binding documents
  • Determining strategic priorities

The agenda for an organizational meeting acts as a checklist of the items the board or other group needs to consider and that are required to help it function effectively.

When Should an Organizational Meeting be Held?

Typically, organizational meetings are held at crucial transition points, such as:

  • Directly following an annual general meeting (AGM), especially after the election of new board members
  • Following the incorporation of a new organization, association, or corporate entity
  • After a significant restructuring, e.g., a merger, acquisition, or executive change

Which Industries Require Organizational Meetings?

Organizational meetings are common in sectors where boards or governing groups are entrusted with the supervision of an organization. These include:

  • Condominium and strata boards
  • Homeowners’ associations (HOAs)
  • Non-profit and charitable organizations
  • Municipal committees and commissions
  • Indigenous government groups and economic development corporations
  • Recently formed corporations or partnerships
  • Professional or industry associations

Where there is a formal governance structure, there is usually an organizational meeting.

How Long are Organizational Meetings?

Organizational meetings are typically brief and streamlined, and often last between 15 and 60 minutes. The length of the meeting will depend on:

  • The number of agenda items
  • Experience level of participants 
  • The extent of prior preparation or the direction provided

If a board is well-prepared, these meetings can move quickly and precisely through important decisions.

What Should be Included in the Minutes?

Minutes from an organizational meeting should include:

  • A record of all attendees (including outgoing and incoming board members, if there are any)
  • Assignments and designations, such as signing authority or membership in a committee
  • Adoption of bylaws, meeting schedules, or other governing documents
  • The timetable and agenda for future meetings
  • Motion, seconders, vote results, and any other crucial procedural process

Other Minute-Taking Considerations for Organizational Meetings

The outcomes of organizational meetings are long-term in nature, and therefore, professional and detailed documentation is essential. Before the meeting, minute takers should clarify:

  • Whether you are employing Robert’s Rules of Order or a different procedural framework
  • Whether particular votes or resolutions require complete records (e.g, roll-call votes or special resolutions)

When writing the minutes, minute takers need to:

  • Be objective, since the minutes may be later referred to during a dispute or audit
  • Document any conflicts of interest, abstentions, or irregularities
  • Use formal language for noting appointments, mandates, and resolutions

Objectivity and precision are especially important during the election of officers and while documenting functions concerning legal authority.

The Value of Accurate Documentation

Minutes from an organizational meeting are typically legally binding, and precision is key:

  • Banks may ask for certified minutes to confirm who is authorized to sign on an organization’s behalf 
  • Regulators or auditors may rely on them to review the board’s legitimacy, decisions, and procedures
  • Future leaders can go through these records to understand the board structure and intentions 

Incomplete or disorganized minutes can lead to misunderstandings or render a decision void. Precise documentation of a meeting will protect the organization and facilitate the effective transition of the governing body. 

Final Takeaway 

Meetings at the organizational level can seem procedural, but are indispensable. This is because they fashion a new board’s power, determine continuity, and solidify the governing responsibility of the organization. 

A knowledgeable minute taker brings discipline to organizational meetings as well as objectivity and precision. Which, in turn, ensures accurately recorded meeting minutes that are legally sound and by best practices. It’s important to remember that how you start will often define how you will take charge of the sphere of governance.

Let us take care of your organizational meeting minutes—precise, professional, and ready when you need them.

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Take your skills further with our Minute Taking Fundamentals training, an online course designed to help administrative staff and board members master the process.

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Why We Use the Oxford Comma

Posted on by Matt McEwan

Why We Use the Oxford Comma

Posted on by Matt McEwan

If you’ve ever paused mid-sentence and wondered whether that last comma before “and” really matters, you’re not alone. That punctuation mark, called the Oxford comma, has sparked debates in courtrooms, classrooms, and newsrooms alike.

At Minutes Solutions, however, we use the Oxford comma. Always. Here’s why.

First, What Is the Oxford Comma?

The Oxford comma (also called the serial comma, series comma, or Harvard comma) is the comma that is placed immediately before the final conjunction—usually “and”, “or”, or “nor”—in a list of three or more items. For an example, look at the next sentence:

“We brought notebooks, pens, and highlighters.”

The comma after “pens” is the Oxford comma. Some people skip it. We don’t.

Clarity Is King

Without the Oxford comma, meaning can get muddy fast. Take this example:

  • Without Oxford comma: “She dedicated the book to her parents, Oprah and Einstein.”
  • With Oxford comma: “She dedicated the book to her parents, Oprah, and Einstein.”

The first version makes it sound as though the author’s parents are Oprah and Einstein. The second version? Clear as day.

When you’re writing for meeting minutes, contracts, or public records, ambiguity isn’t just inconvenient. It’s risky. The Oxford comma adds a small, but powerful layer of clarity that helps your words do exactly what they’re meant to do: communicate.

It’s Not Just About Grammar, But About Trust

When we write something down, especially on behalf of others, we’re creating a record. Readers assume that record reflects what was intended, not just what was typed. That’s why consistency and precision matter.

Using the Oxford comma signals that we’ve thought carefully about how we write each sentence. The Oxford comma is a mark of diligence: a mark that quietly supports credibility, professionalism, and trust.

A Comma That’s Been to Court

In 2018, a group of Maine truck drivers won a $5-million lawsuit because of one missing comma in a labour law. The absence of an Oxford comma changed how the law was interpreted. The courts ruled in favor of the drivers.

This was the portion of the law in question:

“The canning, processing, preserving, freezing, drying, marketing, storing, packing for shipment or distribution of:

(1) Agricultural produce;

(2) Meat and fish products; and

(3) Perishable foods.” 

Because there was no comma between “shipment” and “or distribution,” the court interpreted the phrase as referring only to the act of packing, not distributing. Even though the drivers distributed the goods and didn’t pack them as well, the drivers were eligible for overtime.

That single punctuation mark meant the difference between denied and approved overtime pay.

Even the Digital World Is on Board

Grammar checkers, from Microsoft Word’s tool to Grammar.ly to browser based AI tools, usually default to Oxford comma recommendations. The Oxford comma is now widely recognized as a best practice, and not a personal preference.

Final Thought: The Smallest Mark With the Biggest Impact

Minutes Solutions uses the Oxford comma because it makes writing clearer, cleaner, and more reliable. When you’re responsible for documenting decisions, capturing outcomes, or creating permanent records, clear and reliable is exactly what you want.

While it may be tiny, the Oxford comma does a lot of heavy lifting. We’re happy to keep it on the job.

WEBINAR: Ask the Experts: Modernizing Association Governance

Posted on by Matt McEwan

WEBINAR: Ask the Experts: Modernizing Association Governance

Posted on by Matt McEwan

If you’re looking to strengthen and modernize your association’s governance practices, this webinar is for you. Join our panel of experienced professionals, including:

Together, they share insights on boosting efficiency, embracing technology, and refining best practices. Highlights include:

  1. Today’s Governance Landscape
    A look at evolving expectations, trends, and the realities faced by associations.
  2. Technology Solutions
    Meeting platforms, cloud-based collaboration, and automated workflows that streamline processes.
  3. Membership Data Management
    Approaches to storing, updating, and utilizing data more effectively.
  4. Operational Best Practices
    Tips on standardizing procedures, clarifying responsibilities, and maintaining compliant records.

Practical Takeaway

With the right tools and tactics in place, associations can evolve their governance to be more agile, transparent, and member-focused. Watch this webinar to learn how technology and strategic processes can simplify day-to-day operations and keep your organization on a path of continual growth.

Watch Here

CASE STUDY: CSAE Improves Governance and Boosts Productivity with Minutes Solutions

Posted on by Matt McEwan

CASE STUDY: CSAE Improves Governance and Boosts Productivity with Minutes Solutions

Posted on by Matt McEwan

Organization: The Canadian Society of Association Executives (CSAE)

Industry: Professional Associations / Non-Profit

Challenges

  • Taking minutes prevented staff and leadership from focusing on core tasks and projects.
  • Reliance on staff to attend each meeting while performing multiple duties simultaneously, including taking minutes, managing the technical aspects of virtual meetings, and actively participating in discussions.
  • Ensuring accuracy and prompt completion of the meeting minutes.
  • An inefficient and time-consuming minutes approval process caused by unclear and incomplete information.

Results

  • Overall meeting documentation and adherence to best practices improved significantly, allowing CSAE to present a model of good governance practices to its members.
  • Much greater meeting efficiency, both in the minute-taking process and in allowing the executive team to fully engage in the meeting proceedings.
  • With an improved workflow, the time saved on the minute taking, editing, and approval process was used by the finance team to complete the annual audit, as well as month-end and year-end tasks.
  • The administrative team was able to focus on providing in-meeting tech support and spend more time assisting members outside of meetings.

Enhancing Association Excellence

The Canadian Society of Association Executives (CSAE) is a not-for-profit professional membership organization that serves association professionals and suppliers in Canada. CSAE offers robust networking and learning opportunities, both online and in person, including an educational program leading to the Certified Association Executive (CAE®) designation.

“We also produce publications, conduct research, and pursue other knowledge transfer opportunities to keep members informed about the latest trends, innovations, and best practices in the sector and beyond,” says Melissa McGuckin. Melissa is an Executive Assistant at CSAE, and she leads executive support for the President & CEO, Board of Directors, and Board Governance Committees.

Recognizing the significant amount of time involved in taking minutes and the need to improve the quality of their meeting minutes, CSAE turned to Minutes Solutions. CSAE’s primary objectives were to streamline the minute-taking process for their board meetings and annual general meetings (AGMs), as well as to ensure important action items were properly documented. “The administrative or executive assistant would record the meeting minutes,” Melissa says. “At times, the administrative/executive assistant would also be responsible for simultaneously facilitating other aspects of the meeting such as screen-sharing, coordinating logistics for virtual and in-person meeting access, etc.” CSAE aimed to not only improve their own minute-taking process but to also provide a valuable resource for members looking for a better way of producing high-quality meeting minutes.

Navigating Remote Realities

The COVID-19 pandemic forced organizations worldwide to transform their work environments, and the CSAE was no exception. With the shift to remote work and virtual/hybrid board meetings, CSAE realized the need for a reliable minute-taking service.

Casey Pope, who manages the awards and recognition program and end-to-end volunteer experience, says, “CSAE is always considering opportunities to improve efficiency and leverage resources to adopt and promote to our members to advance association excellence.”

Since entrusting Minutes Solutions to minute all their meetings, CSAE has seen significant improvements in “meeting efficiency, accurate documentation of motions, clear action items, and follow-up information.” As one step in their preparation, Minutes Solutions requires a meeting package to be provided to the minute taker before the meeting so “we did not have any reservations regarding knowledge about the organization or meeting discussions,” Casey says.

“When we first started working with Minutes Solutions, we were only comparing it to the current practice of taking minutes and saw the partnership as a great opportunity to improve our best practices and to be a model for continuous improvement to our members.”

Seamless Integration

Replacing a process that has existed in an organization for a long time can be daunting, but CSAE’s experience was anything but. The Minutes Solutions team worked collaboratively with CSAE, creating an experience that was “efficient and provided an easy transition from the old way to the new,” says Melissa.

The initial onboarding process involved CSAE’s President & CEO, the partnerships team, and an administrative assistant. Before implementation, “the Board was also informed of the changes to the minute-taking practices,” Casey says – and they were quick to adopt the new process.

“CSAE has worked collaboratively with Minutes Solutions since 2020. Over the years, we have continued to successfully work with Minutes Solutions for our Board meetings, Board governance meetings, and AGMs.”

Before choosing Minutes Solutions to meet their minute-taking needs, CSAE did not have experience using an external service or tool, but both the CSAE team and Board were quick to get on board with the new practice. Casey says there has been positive feedback from the Board on the experience, and they immediately saw an improvement in the minutes.

Unlocking Operational Efficiency

Delegating minute-taking to Minutes Solutions has proven invaluable for CSAE, allowing teams to focus on core responsibilities. Casey explains that the finance team can dedicate more time to critical tasks, such as audits, while administrative staff can provide enhanced member support and technical assistance during meetings. “This has been especially beneficial for our AGM and meetings that occur post-AGM where recording is crucial.”

“The team from Minutes Solutions is always wonderful to work with. Whether it’s organizing a meeting or interacting with the minute-takers themselves, we know that we’ll always receive accurately recorded minutes as well as courteous and kind service.”

According to Melissa, using Minutes Solutions has been a time saver, allowing the staff and leadership team to participate fully in meetings and accomplish more as a whole. “Each year, CSAE provides the minutes from the previous year’s AGM to our membership. Having the ability to trust the accuracy and efficiency with which Minutes Solutions produces our minutes has allowed us to quickly provide information to the membership regarding decisions that were made and decreased the amount of time our administrative team needs to edit, update, and get information out, both internally and externally.”

Casey mentioned that CSAE continually receives positive feedback from the board members, volunteers, and members. “Our board members are happy and enjoy having Minutes Solutions as a partner. They understand how important it is to have accurate minutes as Executive Directors and CEOs in their own associations. I find it easy to schedule Minutes Solutions, as have others on the team who have gone through the process. We find it to be a quick, easy, painless solution that makes minute-taking an easy task.”

Amplifying Organizational Productivity

With Minutes Solutions, CSAE has transcended previous challenges of time-consuming minute-taking and editing, allowing them to achieve greater operational efficiency. Melissa underscores the peace of mind derived from relying on a trusted source for accurate and timely minutes, ultimately increasing productivity and reducing internal stress.

“I would say if you’re an organization that requires minute-taking, have a small staff, would like speed, ease, clarity, and increased peace of mind, or work on tight deadlines, then Minutes Solutions is a fabulous option. It’s something that our organization has found beneficial to increasing productivity while decreasing internal workload and stress.”