Tips on Good Minute Taking - Practically Perfect PA.
Try to write the minutes as soon after the meeting as possible while everything is fresh in your mind. Review your outline and if necessary, add additional notes or clarify points raised. Also check to ensure all decisions, actions and motions are clearly noted.
If you do prefer writing out your minutes the Livescribe smartpen could be a good option for you. Using the Livescribe pen and paper, the user can write their minutes as usual and then transfer everything onto their computer. The programme will convert all of the writing into text.
To write effective meeting minutes you should include: The names of the participants. Agenda items. Calendar or due dates. Actions or tasks. The main points. Decisions made by the participants. Record what is the most important points.
MEETING MINUTES. Locations, attendees, communication protocols, forms to be used. the effectiveness of our minutes depend on the business we are talking about, the significance of the meeting in subject and the way we write down such documents. They are not just a summary, they can be a powerful tool to track actions and consistently follow up.
Use a recording device you can play back later to assist you in writing complete minutes. List the names of attendees. Also write down the names of the people who were expected to be at the meeting but are absent. You may be required to note whose absence is excused.
Agenda of the meeting is the most important aspect of the minutes. Writing down the correct points of discussion is very crucial. Cross-check time and again to be sure that you haven’t missed anything. When a point is discussed, write down only the key points of that discussion.
Write the date on your paper. Have your paper and pen ready before the meeting begins to prevent you missing something important at the start. Also, write down if this meeting is about a specific topic or problem. Also, quickly jot down the seating arrangement if the members are relatively few.
Personally, I write my notes sequentially, structured under the agenda topic headings. 4. Be selective. There is no way you can write down everything that is being said in the meeting, and even if you could, there is no point since the meeting minutes would be very ineffective.
Do write minutes soon after the meeting--preferably within 48 hours. That way, those who attended can be reminded of action items, and those who did not attend will promptly know what happened. Don't skip writing minutes just because everyone attended the meeting and knows what happened. Meeting notes serve as a record of the meeting long after.
If you write 4:30, you are indicating a particular time, not a duration of time. Since you are writing about minutes and seconds (two different categories), follow my rule that says this: If you have numbers in different categories, use numerals for one category and spell out the other.
How to effectively write and keep meeting minutes. The first paragraph should have details elaborating the kind of meeting being held; a formal meeting or an informal one, the name of the organization as well as the time and date of meeting and the chosen location. The name of the presiding officer as well as that of the secretary, the approximate number of members who were present, the.
Filing Minutes After the minutes have been approved and shared with the board members, they need to be safely stored for future reference and potential audits. While physical storage of notes seems logical, depending on the sensitivity of the information, saving your notes on an encrypted external hard drive and with a backup within a secure cloud environment is the most secure option.
In this special report, How to Write Meeting Minutes, you’ll learn tips and tools to take accurate, professional minutes and save time using meeting minutes templates. Whether you’ve never taken minutes before or you want to take your skills to the next level, How to Write Meeting Minutes will help you master the task.
