What is Minute Taking?
Minute Taking Tips and Tricks
You don’t need to struggle to prepare meeting minutes, no matter if you have been given the task of taking notes for a committee. These tips and ideas will help you start writing and preparing effective meetings minutes.
The minutes are an intangible record of the meeting and provide information to members who were not able to attend. Meeting minutes can be used as a guide in certain cases. You need to be prepared in advance to ensure that you have useful minutes. This article will show you how to effectively record minutes from meetings. This will allow you to take notes that are effective and create the final minutes document.
What is Minute Taking?
The term “minutes” is a misleading term that should not be used to intimidate you. Your committee or Board does not want to keep a detailed record of every minute of the meeting. It is essential to capture the essence and spirit of the meeting.
It is a rewarding and important role to take good minutes of a board meeting. The minutes of board meetings are not just a record of discussions, but also serve as an official and legally binding record of each meeting. The minutes can be used for a number of purposes, including to track progress and provide a reference point. Your meeting minutes should include a record of all motions, votes, and abstentions.
Tips for Meeting Preparation
You should have a good understanding of the topic during the preparatory stage. If the chairperson asks, you must prepare an agenda. These tasks will allow you to take effective notes. You will be able follow the discussion and identify key points. You will be able to take clear notes and structure your final minutes if you are prepared.
Select your recording device. You can choose to use pen and paper, or a tablet, smartphone, or laptop computer. You can check with your boss to determine if you prefer a certain method.
You should ensure that your chosen tool is working properly and keep a spare in case it breaks. For example, if you have a laptop with you, make sure to bring pen and paper. If your computer crashes, you don’t want the meeting to be halted while you look for something to write on.
Before the meeting begins, you should prepare the agenda. This will help you create a plan for your minutes. You can write your notes in the space provided below each item. This will make your job easier, provided that the person who is running the meeting follows the agenda.
How to Take Good Minutes
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.
Once you feel confident in knowing which parts of a conversation to record for the minutes, then you’ll be able to decide when it is best just to listen. While you won’t need to record all of a meeting conversation, you can still keep your focus and listen.
You will likely be responsible for taking notes on multiple occasions as a minute taker. You are wasting your time creating a new document each meeting. Templates can save you time. Templates will help you to know exactly what information is required and what information you should be paying attention to and taking notes. You can also make sure that your business documents look professional and consistent.
The meeting’s chairperson will be responsible for organising and managing it. The chairperson will be your first contact for any questions or clarifications. They should meet with you prior to the meeting, but you can also ask them to contact you. They have a responsibility to support and work with you. You are offering a valuable service by taking notes and preparing the final minutes.
It is a great way to prepare for the meeting by taking the time to reach out to attendees. You won’t have an in-depth knowledge of all the topics that will be covered at the meeting. While you don’t need to know everything, it is helpful to have some knowledge. This will allow you to identify key details that you need to record during the meeting. Talking to other attendees will help you to better understand the topic.
During the Meeting
Although you have prepared for the meeting in advance, it is important to be organised on the day. If your pen runs out of ink, it can be disruptive and unprofessional. It is unlikely that the meeting will be stopped if you leave. You will instead miss important discussions. So make sure you are there for the full length of time. You may be asked to arrange equipment or make arrangements for the meeting.
During meetings, it is crucial that you are seated next to the chairperson. As part of the management team you must be seated with them. This position will allow you to hear all the speakers clearly during meetings.
To create the final minutes document, you must quickly type up all meeting notes. This will improve your memory and allow you to easily add notes if necessary. You will save time by not having to go back and read through the minutes again to revise. Do not leave your minutes to lapse into oblivion. You don’t have to remember everything. Get someone else to review your minutes and clarify any points before sending out the final version.
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. You can even ask someone else to take notes and compare it with your final version.
These 12 tips will help you save time and make your life easier.
- Find out who is attending
- You are set for success when you sit next to the chair
- Ask for feedback before and after the meeting
- Check out the meeting papers
- Do not be afraid to interrupt
- Do not write a transcript
- Do not include any personal comments
- Do not handwrite the minutes of meetings
- Use a Standard Template
- Record Owners and Actions
- Listen more, summarize later
- Remain neutral
Meeting minutes are a great tool for communication at work. They help people understand what the meeting was about, and what they should do next. For formal meetings such as Project Boards, minutes are especially useful because they provide a permanent record and record of all discussions and decisions.
People who are unable to attend the meeting in person can have a written record in the form minutes. This allows them to see what topics were discussed.
In training or meetings, we have all been in situations where we are trying to capture every word of the speaker but can’t. Sometimes the hardest part about taking notes in meetings is knowing what to leave out of meeting minutes.
Meeting minutes that are effective can be understood and recorded. Meeting minutes can be a structured way to take notes, and you can create great meeting notes by analysing your own observations as an attendee/board member.
You can record the minutes of the meeting either manually or electronically using a tablet or laptop. The recorder then reviews the minutes and makes any necessary edits. The minutes of the meeting are then distributed to all participants. The minutes are not only distributed but also saved for future reference.
Take a Minute to Learn
Anyone who attends or will attend meetings of boards, committees, volunteers groups, etc., can benefit from a short course. Learn more about a tailored training session today by clicking here.