Meeting minutes are official written records of the notes of a conference or meeting. The employee who is responsible for this gathering usually appoints one of the participants of the conference to attend to this task of keeping meeting minutes. If you’ve been working with a designated institution, you can also be this ‘Someone’ someday. Although it is not at all a terribly tough task, yet it is certainly an important one. Meeting minutes are official records which ensued in the conference and hence you need accuracy. The notes have to be detailed enough so that the other employees may later on use it to refer to the past conference and what was discussed in it. Follow the tips listed below to alleviate the stress of taking meeting minutes.
#1: Make sure you use your hand to take down notes
Yes, it is true that laptops can encourage you to write much more than paper and pen but they can become a huge distraction at the same time. Moreover, there are various types of studies which real that students or employees who use long hand to jot down notes usually tend to remember more of what they write and also have a deeper comprehension of what they hear while writing down.
#2: Don’t take down everything word-for-word
Make sure you don’t jot down everything that you hear in the meeting or conference. Watch out for those key pieces of vital details like agenda items, questions, action points, decisions and timeframes. Also focus on details like something that is being agreed upon, the person who is being appointed for it and when it needs to be done. Such details shouldn’t be missed.
#3: Adopt shortcuts wherever you can
If you wish to summarise the process and make the discussion faster, use initials, abbreviations and acronyms. You may even design some personal shorthand for some terms which you use frequently. At that time it shouldn’t matter whether or not the terms are indecipherable to others apart from you. If you know what you wrote, that would be enough.
#4: Utilize a template or some ready-made form
Utilizing a blank page instead of a template can bring about consistency, order and a sense of completeness to the notes that you take down. You can get several Meeting Minutes templates, download them and adapt it to your personal requirements.
#5: Edit ferociously
Trim down the language that you’ve used in your minutes into its bare essentials and carry on some ruthless editing. If the conference was done online, disburse audio recordings among participants who may re-listen to some particular portion of a discussion in order to get more details.
#6: Utilize a collaboration tool for follow-up
If you consider mailing the write-up, chances are high that it would be overlooked amidst the cluttered inbox. Hence you can choose some collaboration tool to include everyone in a single page and assign tasks thereafter.
For more information on taking meeting minutes, you may check out GoTo Meeting Australia as they have loads of necessary data that you may use while taking down official notes. You can also use their video conference software to continue consistent business meetings.