Whether you’re holding an in-person conference or running a remote meeting, it’s integral to take note of the minutes that transpired. Meeting minutes stand for the official written documentation of a corporate gathering in the form of detailed notes.
Depending on who gets chosen by the person spearheading the conference, all employees must be prepared to take minutes to avoid any problems and distractions from occurring. It’s integral to record accurate information because it’s what people will use as a reference when the need arises.
That’s why before you become chosen to take minutes, you must learn how to manage the responsibility that may be given to you. If you want to find out how to track meetings productively, keep reading below.
What to Do Before the Meeting
Review the Schedule
It’s vital to be prepared for an upcoming conference, especially if you want to avoid non-productive meetings from happening. Before the assembly ensues, it will be best to read through the schedule and learn to write your notes according to the topics to tackle. You can go ahead and create an outline to avoid falling behind and losing pace once the meeting begins.
Pick a Reliable Recorder
You should have a meeting tool to record everything that will happen during the forum. You can pick between going traditional and using a pen and paper or opting for digital, and bringing out your smartphone, tablet, or computer.
If you can’t decide on your own, you can ask the advice of the person in charge to find out their opinion.
Ensure to Have a Backup Tool
Besides guaranteeing that your chosen medium of recording is working correctly, you also have to prepare for emergencies, beginning with having backup recording equipment in hand. It will come in useful once your previous recorder malfunctions.
Disturbing the meeting is the last thing you want to happen, and you can prevent technical difficulties by preparing a contingency!
What to Do During the Meeting
Create an Attendance Form
Part of knowing what happened during a meeting is recognising each of the employees who attended it. It’s important to have an attendance sheet that all the participants need to sign beforehand. That way, when it comes to their turn to speak, you can easily distinguish who they are and write down the correct information of what they contributed accordingly.
Write Down Main Points
You are not required to take note of every single comment that people share during the meeting. Stick to main ideas and avoid basing them on what you think or feel about a specific topic. Since you’re in charge of documenting an official record, your opinion shouldn’t be the basis of taking down meeting notes.
Record the Time of the Meeting
You must never forget to write down the time the meeting starts and note the hour it ends. While it may seem like simple information, you should remember to do it as part of meeting management to ensure everyone is on the same page.
After the meeting, it’s essential to type down the minutes into your computer while you still have it fresh in your head so that when you encounter discrepancies, you can quickly correct them right away. You can utilise a meeting minutes template for a more organised outcome—just remember to proofread your filled out forms before disseminating it. Take note of the tips above to help prepare you before and during the meeting, and you won’t have a challenging time being in charge of taking minutes ever again!
Are you looking for the best way to take meeting minutes? Thena App is a software that assists businesses holding their meetings and guarantees everything is right on track through a streamlined process. Get in touch with us today to begin your free trial!