With a countless number of meetings taking place every single day, it is no doubt that minutes of meeting are considered of great value. Meeting minutes serve as a detailed log of what was discussed in the meeting, decisions that were taken, which tasks were assigned to whom and more.
Effective minutes of meeting are crisp, well laid-out, and at the same time, outline the critical information of the respective meeting. Writing meeting minutes for every meeting can save your time and money as they help avoid misunderstandings amongst attendees, recall what has been discussed, and understand delivery timelines.
Why write meeting minutes?
By now, it is probably not much of a stretch to say that taking minutes of meeting is an essential and a necessary task. If you are new to writing meeting minutes, here are four crucial points that accurately describe the importance of effective minutes.
Drive action – Minutes outline decisions and actions that are taken in a meeting to help employees drive a plan of action. They also clarify tasks assigned to every member with respective deadlines.
Provide structure – Minutes help organizations to build a structure of meeting that help to analyze problems and identify solutions. Which agenda has been discussed? What are the topics yet to be covered? These are some of the questions which minutes of meeting answer.
Act as a measuring stick – Minutes of meeting if taken properly act as a review document for all attendees. This review document can be utilized to measure the progress and offer a call to action.
Keep accountability – Minutes outline the entire details related to tasks assigned to every individual in the meeting. That way, they act as a review document for every individual.
How to take appropriate minutes?
We have identified five essential steps involved in writing meeting minutes.
At the very first step, it’s important to identify the meeting agenda(s) that will drive the meeting from start to end. The agenda provides information to the attendees about what will be discussed during the meeting so that they can prepare for it.
2. Taking notes during the meeting
Noting down minutes is a tedious task, and many get confused while writing meeting minutes for the first time. We have listed some crucial points to consider while drafting minutes of meeting.
- Date and time: Mention the date, schedule, and the venue of the meeting along with the time zone.
- List of attendees: Mention the name and designation of all the attendees of the meeting.
- Agenda: Mention the agenda(s) of the meeting.
- Notes: Sketch out key points discussed during the meeting.
- Decisions: Take note of the important decisions taken during the meeting.
- Tasks: Mention the tasks assigned to individuals with respective deadlines.
- Documents: Attach the documents which have been used in the meeting.
Remember not to use ‘I’ while writing meeting minutes. Minutes are not a personal document for self-reference, but an official document of what has been discussed and agreed in the meeting.
3. Transcribing notes
Once the meeting is over, it’s the time to convert your notes into meaningful and arranged minutes. While writing meeting minutes, make sure they are legible, organized for future reference, and ready to be handed over to co-workers. Here are some useful tips you might need while noting down minutes:
- Try to write minutes right after the meeting ends as everything will be fresh in your mind.
- Ensure all decisions, notes, future agendas, actions are included and clearly mentioned.
- Use headings, bolds, and bullets where you can to make minutes easy to scan.
- Try not to summarize the whole meeting but ensure to mention all the important points.
- Try to record what was said accurately, rather giving a personal view.
4. Get approval
After the meeting minutes have been jotted down, they need to be approved by the chair of the meeting. Make sure that the chair has reviewed the minutes; the required changes (if any) are made before sharing with other people.
5. Distributing or sharing
The minutes should be distributed within 24 hours of the meeting (unless the meeting agrees on another date). You can distribute or share the meeting minutes by email or by documents saved online. You can also use company drives as a feasible option to share meeting minutes so that everybody has direct access to it.
Taking minutes of meeting could be a tough task for many, but Akeo Meeting helps you keep everything sorted right from the meeting agenda to assigned tasks with deadlines. With Akeo Meeting, you can book meetings, quickly take minutes, and store them right where the meetings are booked. This also saves you from emailing the minutes to every team member. Get started for free.