Do you spend meetings doodling or checking your smartphone? And secretly laugh at the misfortune of the person taking meeting minutes? Go ahead, admit it.
However, if you are the unenviable notes taker, this blog article lists a few neat tricks to make you a meeting minutes ninja. For more brownie points, take your meeting notes online with your choice of meeting notes apps.
Before The Meeting
1. Set the Ball Rolling and Prepare the Agenda
The first step is to get acquainted with the meeting agenda. This will help you understand the purpose of the meeting and in what order the agenda items will be discussed. Armed with this information, you are better equipped to take meeting notes.
2. Stick to a Meeting Minutes Format
Sticking to a format ensures that all your information is easily accessible. Most formats include the following:
- Name and purpose of the meeting.
- Date and time of the meeting.
- Names of the attendees.
- Any follow ups from the previous meeting.
- Decisions made.
- Action items.
- Results of votes and polls.
- Date and time for the next meeting.
3. Get Your Meeting Notes Outline Ready
Preparing an outline based on the agenda can improve the process of capturing corporate meeting minutes. Your outline should have the items in the same order as the agenda and be sure to append all important documents such as handouts.
During The Meeting
1. Revisit the Minutes of the Previous Meeting
List out the actions items from the previous minutes of the meeting. Also, record the modifications or acceptance of previous meeting’s minutes.
2. Don't Record Conversations Word for Word
You may miss out on important information if you try to record all the conversations. It is important to capture the essence of the meeting, with due importance given to action items, decisions, and assigned tasks.
3. Don't Add Too Much Information
Prior to the start of the meeting, check with stakeholders to understand how much information is required. Your minutes should be brief but should contain all relevant information.
After The Meeting
1. Distribute the Meeting Minutes
Read the minutes to ensure that it is clear, precise, and succinct. Share the meeting minutes within 24 hours.
2. Follow Up
To make your meetings successful, follow up on action items. Ensure that everyone is aware of what is expected of them and the deadlines that have been agreed upon.