Meeting minutes are a great tool for communication at work. They help people understand what the meeting was about, and what they should do next.
This article will discuss why it is worth taking minutes, and then we will dive into the 10 simple tips to help you take effective minutes.
This article:
Why bother with minutes?
10 Tips to Write Meeting Minutes
1. Keep meeting minutes jotted down while you remember
2. Start with an action review
3. Owners and document actions
4. Record who was there
5. Include images
6. Use a Standard Template
7. Document decisions
8. Use tables
9. Send Minutes Quickly
10. Take a few minutes!
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Why bother with minutes?
For formal meetings such as Project Boards, minutes are especially useful because they provide a permanent record and record of the discussion as well as the decisions made.
People who are unable to attend in person can have a written record of the meeting as minutes. This allows them to see the topics that were discussed in conversation.
While not all meetings will require minutes, some may be more beneficial than others. Most people will need to create minutes at some point in their careers.
10 Tips to Write Meeting Minutes
Here are 10 tips to ensure that your meeting minutes are accurate and concise.
1. Keep meeting minutes jotted down while you remember
Write down your minutes as soon as possible so that you don’t forget. You don’t have to remember everything. Get someone else to review your minutes and clarify any points before sending out your final version.
You can even get another person to take notes and then compare your version with theirs to create the final version.
To remind yourself of the topics that were discussed, refer to the meeting agenda.
2. Start with an action review
No matter whether you have reviewed the actions from the beginning of the meeting last time, add them to the minutes.
Note all actions taken at the last meeting, and make a summary of the progress made.
Don’t bother to rewrite the action if it was completed. Instead, place a line at top of the action section stating that all other actions have been completed or are no more relevant.
3. Owners and document actions
During the meeting you will have written down all the actions taken during the meeting and who will perform them.
These actions should be included in the text’s flow during the minutes. A summary of actions can be added at the end.
This is best done in tabular format. Be sure to include the names and dates of those who will be working on the tasks.
Another way to ensure you have a record of all meetings is to use Transcription Software.
4. Record who was there
Although you will have included names of attendees in the agenda and calendar invite, it is possible that someone else attends the meeting.
Keep a record of who was present and who sent apologies at last minute.
5. Include images
Include links to flip charts and mind mapping software in your meeting.
With a smartphone camera, you can take photos of flip charts. The resolution will be high enough to include in the minutes.
This is my favorite tip to keep meeting minutes short! My colleagues love it when I snap photos and insert them into my documents.
Photos are much more effective than using words to describe what was drawn on the boards.
6. Use a Standard Template
If your company doesn’t have a standard template that can be used for minutes, you can make one or ask your PMO.
Use