With the whole lot that’s at stake in these days’ hard times, it’s no wonder that employers prize correct minute-taking skills more than ever before. Minutes serve as a permanent document of what changed into decided, what moves need to be taken, who needs to take them, and whilst.
Every day, key meetings are probably taking place in your office. And the selections made because of the one’s conferences can involve tens of millions of dollars, and even exchange human beings’ careers. That’s why the function of the minute-taker is so important.
Business Management Daily, the Administrative Professional Today writer, designed this unique document to teach you tips and equipment to take correct, expert minutes and store time using meeting minutes templates. Whether you’ve by no means taken minutes earlier than or need to take your skills to the next level, How to Write Meeting Minutes will help you in mastering the task.
1. Pre-assembly training
When just the idea of creating legit meeting minutes makes your writing hand freeze, take notice: Preparation begins properly before the assembly.
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In reality, 60% to 70% of a minute-taker’s most effective time will possibly be spent inside the pre-assembly level, as one assembly expert pointed out. During this section, the paintings you do lay a foundation that facilitates ensuring your fulfillment upon getting into the assembly room.
Download How to Write Meeting Minutes to analyze eight pre-assembly steps.
2. During the meeting: Minute-taking pointers
Even after years of practice, taking minutes wasn’t getting any easier for Terri Michaels. “I had turned out to be wordy, and the mins have sometimes been 8 pages,” she says. “Each new director or business enterprise wanted them done differently.”
Finally, she enrolled in a workshop, wherein she discovered that to take higher minutes, “I needed to alter my listening capabilities and wondering styles, and hone in on what changed into surely being discussed.”
Now, Michaels makes use of these minute-taking best practices:
Ask yourself, as you’re taking notes, “Will it depend on two days, two weeks, months, two years?” If sure, include it. “I still locate myself putting matters in my draft that don’t rely upon and later getting rid of them,” Michaels says.
Summarize. Don’t file conversations phrase for phrase.
Do document motions word for word, and indent them for easy scanning.
Example:
Mr. Hurst made a motion to approve the 2008 rating list. Seconded with the aid of Mr. Goodhart.
MOTION CARRIED
Use key phrases vs. Sentences. Tip: Record mins in a steno pad. On the left aspect, write key phrases and make short notations on the key phrases on the right aspect. Want the notes to paste into your memory? Write on a shade pad.
Keep feelings out of the minutes—yours and those of attendees. Example: “Mr. Smith, exasperated by the discussion, left the room.”
3. When pressured at an assembly, talk up!
You’re sitting in a meeting taking the mins when you all at once recognize you don’t apprehend what’s being discussed. Speaking up to invite for clarification can be intimidating. Despite that feeling of pain, even though it’s excellent to summon the braveness, especially since you’re the only one charged with taking formal mins.
A few useful phrases handy can provide you with the self-belief you need, says Jodi Glickman Brown, founding the father of the communication consulting firm Great at the Job. She offers a few examples in a Harvard Business Review weblog post:
“Forgive me if I’m at the back of the 8-ball here, but I’m a bit careworn approximately …”
“Max, I consider this is what you said … Is that correct?”
“I’m not completely sure I’m following you. Could you please recap what you just referred to regarding …”
“I’m positive I’m presupposed to understand this already, but …”
“I express regret if this is apparent to everybody here; however, what does XYZ stand for?”
4. The verbal exchange veers off track—now what?
You’re taking minutes in a meeting when the verbal exchange all of a suddenly goes off subject matter. Or, attendees start to argue. To what volume have you capture the conversation?
“The trouble with facet conversations: Sometimes human beings just chitchat and say nothing of value, but in other instances, they are saying something crucial,” says Joan Burge, founder and CEO of Office Dynamics.
In How to Write Meeting Minutes, she gives suggestions for turning assembly conversations right into a precious roadmap—even if the verbal exchange is hard to tune.
5. Use an assembly minutes template to record time
At her agency meetings, senior administrative assistant Amy Finelli makes use of a meeting minutes template. That way, she can see a speedy ship out notes after the meeting “due to the fact I don’t must discern out how to organize the subjects. And it seems the identical each time I send it out,” she says.
Another “energy tool” Finelli uses: She keeps an MS Word template for growing nameplates, which she provides to all meeting attendees. If it’s a huge meeting or if each person is new, she says, “it’s helpful to have nameplates for all personnel, so each person knows whom they’re talking to.”
6. Turn assembly minutes into action plans
After an assembly is over, each person will scurry returned to their desks to test email messages and resume painting. They may forget approximately the items they took.
Your assignment? To produce minutes that remind anyone what needs to show up subsequently, and guarantee them that their meeting time was well spent.
These five suggestions will help you prepare to write down minutes that yield consequences:
Use a steady layout. People check the minutes to bear in mind what the organization decided and who’s at the rate of doing what subsequent. Help that records come out with a consistent format that humans will see every time.
Include dialogue recaps, and key them to the agenda subject matter they fit. No need to present a phrase-for-phrase account (see exception in No. 3), nor must you editorialize.
Example: “Bob feels we want to look into enterprise averages, in addition to our company’s numbers for the beyond few years, before finalizing our sales goals.”
Be specific, whilst it counts. If the group makes a chief choice, encompass synopses of the dialogue’s debates and conclusions. A vague account will make your minutes less precious.
List entire names and titles under an “Attendees” headline at the beginning of your minutes. Should a person refer to your minutes two years later, they won’t recognize who “Bob” becomes.
Present action steps and time limits simply via the use of bullets, underlining or bolding keywords. Make positive attendees can see at a glance what’s expected of them.
7. Post-assembly: Closing the minute-taking loop
When it’s time to provide your meeting minutes, observe these steps:
Gather your materials
Pull collectively the schedule, your notes, any reviews or documents that had been dispensed on the meeting, and verbatim copies of motions and resolutions.
Create a draft within 24 hours, as soon as the data is clean in your thoughts. If you used your laptop to take notes, it wouldn’t take loads of time to kindle your draft.
Double-space your minutes
That way, handwritten corrections may be effortlessly and honestly inserted.
Make sure to include any attachments. Send a draft to the assembly leaders and the chief to check the minutes before sending them out to attendees. This offers him or her the risk to clarify something or to feature a crucial factor.
Prepare to make corrections. After you’ve spruced up your notes and formatted the record, you’ll want to make certain all corrections are made to the very last model before submitting it as a formal report.
