One Hour to… Prepare to Minute a Meeting

Sixty intentional minutes of preparation can transform your notes from chaotic scribbles to clear, professional minutes, says Rhonda Scharf

Minutes 0–10: Review the Agenda Strategically

For each item, ask:

• Is this for information, discussion, or a decision? If you know what you are looking for, it is much easier to recognize it when it happens!
• Are motions expected? Can you get them in advance?
• Who is the presenter? Note their name to save time.

If you create the agenda, ask contributors these questions upfront.

If any agenda item is vague, clarify with the chair. For example, “Budget Update” might mean just an update or a motion to approve changes. Ask which it is.

Minutes 10–20: Set Up Your Template for Success

Create a template in advance, using your last minutes as a starting point.

Most meetings have organization name, date, time, and location, attendees and apologies. You may also have approval of previous minutes (you can prewrite the sentence, using past formats as a guide).

Pre-populate the document with as much detail as possible. Leave generous white space between agenda items to use during the meeting.

Minutes 20–30: Review Previous Minutes and Actions

Highlight:

• Outstanding action items
• Deferred motions
• Ongoing projects
• Unfinished business

If an action item was assigned to Maria last month, you are ready to capture her update quickly. If a motion was tabled, you are now prepared for it to resurface.

This also gives you context. When discussions get heated or complicated, you will understand the backstory rather than feel lost.

Minutes 30–40: Know Attendees and Purpose

Review the attendee list. Know who is expected to handle each item.

Understand group dynamics: Who makes motions? Who asks questions? Who speaks at length? Knowing personalities helps you anticipate motions or needed clarifications.

Minutes 40–50: Prepare Your Tools and Backup Plan

Use this time to:

• Charge your laptop
• Bring a backup pen and notebook
• Test the meeting link if it is virtual
• Open all necessary documents
• Silence notifications

If the meeting is hybrid or virtual, log in early. Confirm you can hear and be heard. Confirm who is responsible for recording the meeting (if appropriate) and confirm where that recording will be stored.

If your laptop freezes, can you switch to handwritten notes? If the Wi-Fi drops, can you hotspot?

Confidence in your tools allows you to focus on listening.

Minutes 50–60: Mentally Rehearse and Clarify Expectations

Remind yourself of your role:

• You are not transcribing what everyone says.
• You are not interpreting motives.
• You are capturing decisions, key discussion points, and action items.
• Ask yourself, “Will it matter in two minutes, two hours, two days, two weeks, two months, two years?” If the answer is yes, then capture that information.

If you are unsure about the level of detail expected, clarify in advance with the chair. It is better to ask before the meeting than to rewrite minutes afterward.

Take a breath. Picture yourself moving confidently through each section. The result: calm, clear, and credible minute-taking.