Others prefer to take notes with laptop or tablets in these cases, the person must be sure to have a power outlet in case their device needs to be charged during the meeting.
During the meeting, the person who takes minutes should follow these rules and suggestions:. In conclusion, in order to be fully prepared for taking minutes, the principal competences are to be: accurate and organized, self-confident, a good listener, able to recognize the essential topics of the meeting, able to summarize them and, last but not least, to note points neutrally during the meeting.
In addition, before starting writing, the person in charge of taking minutes should take the time to answer three question:.
These questions are very helpful not only to take self-confidence with the meeting minutes but also to prepare a good reminder and support for the intended audience of the minutes, mainly managers and office employees.
Photo credit: Marzky Ragsac Jr. I am an administrative assistant for who sharing is very important. Find Jobs. Post a Job. Post a Job Are you a job seeker? Find jobs. The basics of effective meeting minutes Meeting minutes document the most important points discussed during a meeting. These tips can help note-takers get started: Note the important details Keep it simple Format notes after the meeting Have notes reviewed Distribute to your team 1. Note the important details Here is a list of important information that note-takers may wish to include in meeting minutes: Subject of meeting Location if relevant Date and time Attendees Agenda items Status of action items Date and time of the next meeting Expected actions from teammates by the next meeting Items to be discussed during the next meeting 2.
Keep it simple Keep notes clear and simple: Create or use a template for regular meetings Note participants as soon as they join the call or enter the meeting room Write notes in a simple manner instead of trying to keep up word-for-word Ask for repetition or clarification if necessary Record the discussion with your phone or meeting software if appropriate 3. Format notes after the meeting It is best to start formatting right after the meeting when your mind is fresh: Add clarifications Use the same verb tense throughout Note speakers or participants if you are documenting a discussion Attach documents discussed as an appendix Save documents in a consistent naming style 4.
Have notes reviewed If you are taking notes for reference and the meeting is very important, ask another person on your team to review.
Distribute Once the minutes are approved or complete, share them with participants and absent team members via email. Related: How to Grow Your Business Why take meeting minutes Well-organized and thorough meeting minutes offer a number of advantages. They can: Provide structure: Facts, decisions, votes taken, conflicts, attendees and other important details can be retrieved if needed. Offer legal protection: Auditors, the courts and the IRS consider meeting minutes official records of the actions of an organization and its board.
Measure progress: Meeting minutes can serve as a timeline of progress on projects, efficacy of decisions, and effectiveness of team members in terms of action steps. Tips in writing meeting minutes: While there are transcription services with meeting minutes services you can opt for, knowing how to create meeting minutes yourself is also an advantage.
Here are several tips in writing meeting minutes for your next meeting: Make sure you have all materials needed. This includes your pen, notes, or perhaps your laptop or computer. Meeting minutes need to be accurate on point. Having false information, whether it is intentional or not, will jeopardize the integrity of the document. Make sure your language is consistent. Take note of all decisions or next steps decided by the team. You can also factor in your own preference or the preference of the managers or executives, if ever.
Once done, double-check everything. Love 11 Share Tweet Share Pin. Toll Free: Join as a transcriber. Search Website. Exact matches only.
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