Tips for Taking Meeting MinutesAdministrative Assistant Resource
December 18, 2012 — 3,666 views
Tips for Taking Meeting Minutes
Business meetings are an important way for team members and management to get together for planning. During a meeting, it is essential to keep an accurate record that of what is discussed so that it will be available for review. For this reason, taking meeting minutes is an important duty that is essential for making sure that everyone remembers and understands the plans that have been established. The following tips have been prepared to enable record-keepers to take accurate and efficient notes at every meeting.
Timing is Every Thing
At any meeting, it is essential for the person taking the minutes to be able to hear each speaker. By arriving on time and choosing a seat that puts them in the middle of the action, a person will be certain to hear the information that they need to create accurate minutes. It is also important to arrive at the meeting prepared with all of the materials that will be needed to take notes.
Choose a Method
There are several different techniques that a person can use to take notes. While some people may be comfortable typing on a laptop, others may feel better with a pen and paper. Each of these has their advantages. A computer will allow a person to quickly take notes in a fast-paced setting. However, a pen and paper is quieter and less obtrusive. The type of method that should be used will depend upon the meeting environment as well as the note-taker’s comfort.
Develop a Structure
Meeting minutes should always include the details of a meeting at the top of the page. This information should outline the people involved in the meeting, the date and time as well as the purpose of the meeting. The rest of the minutes should describe the topics discusses as well as any specific statements that were made by the attendees. If an important decision was reached, then that should be included too. Any plans for a follow-up meeting should be included at the bottom of the page.
Edit and Send
After the meeting is over, it is important to review the notes and type them in a professional document. Then, they should be edited to ensure that they are clear and concise. After the document has been edited, it should be sent to each attendee and shared with anyone else who will need to be informed.
Accurate meeting minutes are essential for creating a record of an important meeting. For this reason, a person will want to arrive on time and prepared to take note of any important decisions that are made at a meeting. Then, the minutes can be typed and forwarded to each attendee so that everyone will have a record that reflects the team’s decisions.