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Have you been tasked with taking minutes of meeting, but you have no idea how to start it or what to include in it? Or perhaps you are baffled by too many options to organise and prepare for the meeting.
A lot of things could go wrong if you miss something important to document. The last thing you want in your career is a dissatisfied boss being asked to repeat himself because you didn’t catch that last bit of information.
So, all you need to do is prepare the minutes of meeting effectively. It’s not as arduous as you may come to think of it. Minute taking is actually a simple process. And we’ve prepared a guide that’ll provide you with all the necessary information on how to take minutes of meeting efficiently and effectively.
Minutes of meeting can be defined as the official summary of important information, conversations and decisions made over the course of a meeting. Meeting minutes shouldn’t be confused with the meeting agenda, which is prepared in advance and refers to the list of activities that participants are hoping to accomplish during the meeting. However, a meeting agenda helps in the preparation stage of minutes taking.
The term “meeting minute” refers to “taking-note”, but it covers the information mentioned below. Sometimes, it’s also called “minutes”, not because the note-taker records the notes along with the time. As a matter of fact, “meeting minutes” have nothing to do with time at all. But what it means is to condense the meeting down to the most important points.
Minutes of meetings can be formal or informal. But in general, meeting minutes focus on the outcomes of the meeting. Meeting minutes may include the following information:
One of the primary purposes behind keeping minutes of meetings is to provide a historical record of the company’s short and long-term plans. In addition, organisations can use the meeting minutes as a record for future reference to know what kinds of progression have occurred.
Meeting minutes can also provide legal protection for the organisation at times. That’s because often, due diligence is captured in companies’ meeting minutes. Meeting minutes are official documents that can be used to confirm the ethical, fair practices of the organisation. Meeting notes can also serve as evidence of why and how a company came to certain decisions. And meeting minutes can help answer any questions that arise about decisions that have been made.
There are many valuable aspects of minute taking. Some of them are –
A meeting must be well planned to ensure its effectiveness. Also, the employer, secretary or the minutes-taker should work together to:
Following are a few steps to help you take minutes of meeting more effectively.
You must prepare thoroughly before every meeting. In addition, it’ll make your job easier and a lot more straightforward if you:
You don’t need to be so stringent with details while taking the meeting minutes. Because your organisation may have required a specific format of the meeting minutes that you’ll need to follow.
A typical meeting minute draft may include the following:
A meeting agenda is a list of items and plans that the meeting host and the participants hope to accomplish. Before hosting a meeting, it’s very important to decide:
And a meeting agenda ensures exactly that. A solid meeting agenda not only gives you your main outline for the meeting but also ensures that the participants get on the same page.
If you are a designated minute taker, your duties don’t end after taking the meeting minutes. You’ll also need to ensure that the document you have prepared is easily and readily accessible.
Furthermore, you have to finalise the document and share it with the meeting participants or anyone who might be affected by the meeting decisions. You can share it via the company’s private network or email. Ideally, you should do it the day of the meeting or within the next 24 hours. Because It’ll help the participants to run over the minutes and get started on the next steps while everything is fresh in their minds.
You surely want to save time on making meeting minutes templates and preparing for them. Below is a list of tools that you might use specifically for meeting minutes.
Make sure that attendees have access to the meeting minutes before, during and after your meetings and can easily collaborate on it.
The official record of a meeting often needs to be certified. So, you should ask the Chairperson or your supervisor for the reviews and approval of your prepared meeting minutes. For many organisations, minutes are evaluated and approved at the beginning of the meeting.
To make the meeting minutes complete and accurate, you need to ask the attendees of your meeting to go over the minutes and share their input by leaving a comment. Because their feedback will help you optimise your meeting for better team performance.
There’s a high chance that you have to take meeting minutes often, as meetings happen on a regular basis. You can simplify the minute taking process by introducing a standard form or having a checklist with you.
Here’s a checklist of things to include when writing minutes of meeting.
The notes you take during the meeting are just for you. So, you’ll need to give them a polish so that they are ready for distribution. You can do this straight after the meeting is over. Keep these following steps in mind while taking meeting minutes:
Here are some additional tips that might help you in efficient minute taking.
While making a meeting minute template, you should consider the type of file or document you want to use for the meeting. You can use Google Doc, Excel, PDF, email or something else for your meeting minutes templates.
Here is a simple meeting minutes template you can refer to next time you need to take meeting minutes.
Click on the button below to enlarge the template shown above and download a free copy of the meeting minutes template.
Minutes of meeting are the official written record of the meetings that take place in an organization or group. But they are not just transcripts of those proceedings. Meeting minutes are crucial as they capture the necessary information about a meeting. However, preparing and taking minutes doesn’t have to be a daunting task. We hope this blog helps you get started in creating effective minutes of meeting taking for you and your organisation.
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