Decision Recording.
A guide for recording decisions made by a group.
When a group finally makes a decision, it can be easy to assume everyone remembers it the same way. But memories fade, and people often leave a meeting with different ideas about what was actually agreed. Without a clear record, groups end up having the exact same conversation weeks later, wasting time and energy.
This guide helps you capture agreements clearly and simply using a four-question format. It shows you how to create a reliable decision log so your group can move forward with confidence and clarity.
Process.
To begin, start with a relatively easy decision. When you feel more confident, move on to more complex or emotionally charged decisions.
There are 4 questions to answer to be able to record a decision clearly so that it is useful now and in the future.
- What was decided?
- Why?
- What were the options?
- When to revisit?
How to do this in a meeting.
Read it back immediately
Once these elements have been recorded, read it back to the group to confirm accuracy. The decision answers can be amended until there is agreement.
What to record.
The decisions that you record should all follow the same format. This is helpful when you want to compare decisions or update a previous decision.
| Question | What to write |
|---|---|
| What was decided? | One clear sentence, called the "Resolution", written in the active voice. Eg We agree/we will/we decide… |
| Why? | What made this the right choice? Avoid giving a summary of the discussion. Include key evidence in 2 - 4 sentences |
| What were the options? | The option (s) that had genuine support. |
| When to revisit? | How do we know that we need to review this decision? Be specific, describe conditions that show the decision isn't working. |
Example.
A decision record for a community group deciding how often to meet.
| Question | What to write |
|---|---|
| What was decided? | We will meet monthly on the first Sunday with a brief written summary sent to all members within 48 hours. |
| Why? | Monthly is frequent enough to address decisions in time and infrequent enough that attendance is sustainable. The written summary addresses the concerns of 3 members who work weekends and cannot attend. |
| What were the options? | Fortnightly, rejected as unsustainable for working members. Quarterly, rejected as too slow for timely decisions |
| When to revisit? | If attendance drops below 3 members for 2 consecutive meetings or a time-sensitive decision is delayed because we couldn't meet in time - whichever comes first. |
What makes this example work.
What was decided
Specific enough to act on - it names the frequency, the day, and the summary requirement.
Why?
This records two separate concerns - timing and accessibility - which gives the group two things to test.
What were the options
These are genuine alternatives. Both fortnightly and quarterly had real advocates. The rejection reasons are specific.
When to revisit
Revisit is condition-based and linked to the 'why'. If attendance drops (testing sustainability) or a decision gets delayed (testing timeliness), the record tells you exactly why the trigger matters.
Things to watch out for.
A decision log is a living tool, not an archive
If a review trigger is met (e.g., attendance drops), you must review it and see if it needs a revisit.
Over-recording
You don't need to use this four-question format for minor, operational details (like who is buying the biscuits for the next meeting). Save it for choices that change your direction, spend significant money, or affect how people work together.
Letting one person hold the keys
Even if one person does most of the typing, the log belongs to the whole group. Make sure everyone knows how to access it independently so transparency is maintained.
Storing your decisions
The decisions made should be stored where everyone relevant can review them. This could be a print out stored in a filing cabinet or shared notice board or a shared folder on the internet.
Democracy is the skill of transparent, shared decision-making, and if it doesn't exist for the small ones, it won't exist for the big ones. muDemocracy teaches this skill.
Assign a scribe:
Decide who will type or write the decision record before the discussion begins. It doesn't always have to be the group leader.