Effective minutes taking for meetings

 In Meeting, Minute Taking

Effective minutes taking for meetings

coursedetailsWhat is a Meeting Minute?

The written record of all that happened in a meeting is called meeting minutes or mom. These minutes are used to inform those who weren’t present about the meeting or to keep track and review the decisions made during the meeting.

The meeting minutes serve as a measurement stick that clearly states who is responsible for what task and how much progress has been made towards meeting decisions. They are not a complete transcript of all the discussions that took place during a meeting. They are instead a summary of key points discussed by attendees and subsequent actions taken.

The minutes of meetings are the records of all deliberations and decisions made by a duly formed committee, task force or working group. They keep a record of a meeting that was officially called. Minutes, together with the agenda and any associated documentation, provide a permanent or long-term record of the proceedings for both members and, where applicable, those not present.

Minutes of Meetings

Meeting minutes are a great way to avoid back-and forth and endless discussion. They make things more efficient.

It’s useful to keep a written record of your meeting, including what was decided and who will do it. Memories are not reliable! Even if the meeting was informal and small, this is important. The minutes keep everyone in the group informed, even if they were not able attend.

Effective minutes of meetings

Meeting minutes are more than just noting down what is being said in a room. Meeting minutes can only be effective if they are properly recorded and formatted in a way that is easily understood by everyone.

# 1: Preparation to the Meeting

It is important to remember that every organisation records their meetings in a different way. Discuss with the board president any expected or current formats you will use. You can review past minutes of meetings to help you create a template. Ask the board president to provide a copy the meeting agenda. This includes the names of all participants, as well as the names of any guests or speakers.

# 2: Use a Standard template

We can make it easier to fill out meeting minutes by creating a standard process. When there are many notes, consistency in minutes can save you a lot of time. The standard, easy-to-use template makes it possible to quickly jump to the relevant section of the meeting minutes without having to look up its source.

# 3: Owners and document actions

You will have jotted down the actions taken during the meeting. Also, who will take them. Include these actions in your minutes. A summary of actions can be added at the end.

#4: Learn when it is most beneficial to focus on listening.

It is not a good idea to take notes in meetings. You should take a few moments to think about what you are doing. Next, pay attention to what everyone is saying and think about how much of the speech should be recorded for the minutes. You may not have done enough research or preparation if you still are having trouble identifying what you should write. It may be helpful to review previous notes.

#5: Be Objective

Minutes must be completely neutral and should not reflect any preferences of attendees or ideas. You should give an impartial overview of the discussions and the decisions made.

# 6: Key points of the agenda.

Keep a summary of the items on the agenda, and any outcomes that were discussed. Limit each point to three sentences. Before you write down any plans or decisions, make sure to confirm with the room.

#7. Use symbols and abbreviations

You can speed up your note-taking and use symbols and abbreviations to capture all of the relevant information. Common abbreviations like Jan for January or Q1 for Quarter 1 can be used, but it is also possible to use symbols and abbreviations you create.

#8: Quickly Send Minutes

Sending minutes should be done within a week. It is best to send them sooner. They should be distributed before the next meeting. You can also send them to those who were unable to attend, so that they can see what was missed.

Last Thought

Minutes are essential for meeting participants. They capture all the important information about a meeting. It doesn’t have be difficult to take and prepare minutes. These minute-taking tips will help you improve your confidence and skills in recording actions and decisions taken during meetings. Effectively recording meeting minutes is not only an art but a skill. It is also an essential document for the governance of your organisation.

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