There’s nothing more synonymous to teamwork and brainstorming other than meetings. It stands by that purpose. It’s a way for individuals in an organisation to work closely together and to generate ideas that are potential solutions to varying issues and concerns. Because every detail in a meeting session is relevant, you need to record comprehensive minutes of the meeting. This helps store significant information during the session for distribution and future reference.
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What Is a Minutes of the Meeting?
The minutes of the meeting provides all the essential decisions, action plans, and topics discussed during a meeting session. A group member or an assigned notetaker records the meeting minutes preserves accurate details of what transpired during the gathering. Its final layout helps members of the organisation recall what the discussion is all about including its specific details.
Why Hold Meetings
Did you know that there are 11 million meetings a day in the US alone? On average, each employee attends 62 meetings in a month. The number of time people spend in meeting and conferring together shows how important it is for people to gather and work collectively on different matters in the workplace.
Meetings support engagement and interpersonal connection. More often than not, employees and their colleague focus on finishing their individual tasks and only have little time to interact with one another. Staff meetings and short gatherings are some of the opportunities where they can do this amidst their hectic work schedule. This contributes to a strengthened professional relationship. According to Medium, the benefits of company-wide meetings also result in the collective growth of the organisation as this allows them to offer and receive ideas. Another article by Chron states that staff meetings resolve misunderstandings and miscommunications because even though memos and email announcement is an efficient message channel, it’s different when you relay the information in person.
How to Write the Minutes of Meeting
Here are some ways on how you can write meeting minutes better:
1. Record Only What’s Essential
Your meeting minutes should only contain all the essential parts of the session and nothing more. It’s easy to sit there and keep a record of what’s going, but it takes an expert to know what should end up on your meeting notes. Some of the things that you should never forget are your meeting’s logistics, such as the attendance of the gathering. You should also keep in mind the date, time, and venue. While the session’s going on, some of the things that you must be ready to include on your meeting summary are the agenda’s main points, decisions, action plans, tasks and the assigned teams or personnel, votation results, and what the next plan is going to be.
2. Review Agenda Beforehand
Whenever you have the chance to know what the meeting agenda is all about and the included reports or materials, take the time to review prior to the session. The speakers might talk all about the topic during the meeting, but as someone assigned to record the minutes, you need to keep up during the discussion actively so you can produce accurate details. Taking the extra mile to read or know what the discussion is all about will help you get familiar with the topic resulting in a breeze in notetaking.
3. Clarify When Necessary
You may or may not be part of the discussion and should solely focus on getting complete information for your meeting minutes. However, when you need an explanation about something vague or unclear during the meeting, don’t hesitate to ask for clarifications. Assess how you’ve arranged your notes during the session and determine any incomplete information or gaps between decisions and ideas in the presentation. Do this when the speaker demands questions from the crowd. In most cases, the people in the room with you might have the same questions. You’ll be able to complete your notes and provide clarification for other participants as well.
4. Use the Aid of Recording Devices
When you find it hard to catch up to a discussion because it’s going to fast or the speaker has incredible speed in conveying ideas, use a recording device. The most accessible thing you have would be the application on your smartphone or tablet. This can help you in reviewing your notes because you have a trusted recording that can help you provide in-depth details to your rough outline. This will also provide with the answers you need whenever you want to ask the speaker to repeat an idea that slipped through your hearing during the meetings
What are the different meeting varieties?
According to Atlassian, the different types of meetings are:
- Decision-making meetings
- Brainstorming meetings
- Reflect and improve meetings
- One-on-one meetings
- Planning meetings
- All-hands meetings
Is a meeting minutes a legal document?
Yes, the board meeting minutes is a legal document because they can be used to attest about a certain decision made during the session or to testify that a certain party agreed to perform a specific activity.
What is the Open Meeting Law?
The Open Meeting Law states that meetings that federal and government agency meetings should be transparent to the public aside from several exemptions.
The minute of the meeting is a helpful record that helps clarify several points of your team’s plans if you’re collaborating for a project. It also provides all the highlights of the session that you can revisit to refresh your memories and carry on with the task. It also a benefit to key roles in the discussion who were unable to attend, so they’ll what their tasks are going to be. Our meeting minutes templates can help you take all the important matters in a session. Download now!
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