Meetings are sometimes considered bottlenecks in the operations of an organization. But, you can’t deny their importance. To make the most of every meeting, it’s important to streamline every aspect of it. This especially holds true for writing down the minutes.
Many businesses, especially some startups, often overlook the importance of the meeting’s minutes. Adigo says the notes or the protocols of the meeting will serve as a basis when making a decision or planning which next step to take. But, some carry out the process incorrectly, which leads to mistakes and misunderstandings.
Here are some insights every decision-maker and secretary should keep in mind when it comes to these matters:
Make sure to ask the chairman of the meeting of his expectations before the meeting starts. This will help you create categories or outlines that will fit the discussion, making note-taking a whole lot easier and more organized.
The Recording Tools
Other than paper and pen, you have a wealth of choices when it comes to recording tools. You may use a voice recorder and just transcribe the recorded discussions after the gathering. Use applications that will suit the level of collaboration of the members. These may include Evernote and Google Docs.
Avoiding Being Verbatim
You don’t have to take down every word the speaker says. It’s alright to write down the main ideas of the statements. Be objective. Never leave remarks on the minutes in case you find that some comments are too off. Review your minutes before giving the members a copy. Most importantly, be careful with your tenses to ensure consistency and avoid confusion.
Taking down notes at meetings is not an easy job. You have to be focused and quick. You need to avoid personal biases and make every record impartial. Secretaries will also have to realize the value of privacy and confidentiality.