No one skips a pen and notepad for important meetings. But, did your boss or colleague ever ask you to write down the details of a meeting? These details you note are nothing but minutes of the meeting, aka MOM. At first, you may think it’s not a big deal to note meeting minutes. You know these are simply broad details and the crux of the meeting. As you settle down and try to arrange these notes, a slight fear of responsibility sets in. And there you are at a crossroads; what exactly are meeting minutes? And, most importantly, how to record them, so they become meaningful for your entire team? This article will resolve this confusion and let you know the benefits of meeting minutes. Without further ado, let’s break ‘em down!
What are the Minutes of a Meeting?
Minutes of meetings are records that enable stakeholders to understand the summary and objectives of the meeting. You can take them as to-the-point, concise notes that include goals, needed actions, and desired outcomes. Meeting minutes aim to clarify the role of each individual within a glance, whether they attend the meeting or not.
Executives and managers often use meeting minutes as a medium to instill the key vision among the rest of the team. Minutes of meetings cultivate transparency, pave the way for democratization in an organization and leave no room for confusion, ultimately keeping everyone on the same page. Along with clarity, they ensure consistency, even if new people enter the team. What’s more? Project managers can also use meeting minutes to track progress, set time-bound targets, and form a sync for a project. Thus, meeting minutes serve a great deal if used wisely.
“When meetings start with a common understanding about who is responsible for providing valuable input and who has the D, an organization's decision-making metabolism will get a boost.” -Marcia W.Blenko (Renowned expert of decision effectiveness and organization design)
How to Take Meeting Minutes For Almost Every Meeting?
Build a template
If you already have a template, it’s great, but in case you don’t have one, prepare one asap. Meeting minutes typically consist of the name of the person taking notes, name of the organisation, time and date, meeting purpose, name of meeting participants, key decisions, actions to be taken, and other relevant information. Reach out to the person conducting the meeting to collect high-priority points. It will curb the chance of overwork and help you prepare super contextual notes.
Take notes like a pro!
After selecting the template and gathering all the crucial information from the meeting host, you arrive at the main part of the plan. Here, you do not need to mug up the words spoken but listen and grasp. Instead of recording ‘he said that and she said this,’ focus on the primary points. For doing this, you may first need to understand that you cannot catch everything about the meeting. So use bulletins to stay on a clear side, gather as much as you can, and brush it all up later.
Revise, proofread, polish!
During this step of preparing the minutes of the meeting process, you have to filter out and set all the jumbled information you noted. You have to revise until your points become concise and meaningful for all the people involved in the meeting. When you squeeze out the relevant information, proofread and polish to stay on the safe side.
And just like that, your shiny meeting minutes notes get ready to be distributed. However, remember that even sharing or sending these notes adds a crucial responsibility to take follow-ups and influence people.
Minutes of the Meeting Benefits
Keep the information handy for everyone- Minutes of the meeting notes keep everyone on the same page. They provide a birds-eye view for all the employees or stakeholders even if they were absent in the meeting.
Clarify confusions- Minutes of the meeting eliminates the hustle-bustle as they clear the roles and responsibilities of all the people involved. They help distribute the workload without recurring orders given orally.
Become a path-leader- Minutes of the meeting keeps the process of the projects in sync and order. They may act like the beam light for the organization to move together while chasing success.
Serve as a measuring tape for success- Meeting minutes can set a timeline for the progress of a project and act as a measure for the efficacy of the decisions taken. Moreover, the executives can always refer to the minutes of the meeting notes to gain clarity and get back on track.
If your organization allows, it’s better to record meeting minutes and prepare notes calmly. Also, it improves the efficiency tenfold when you use tools such as TeamViewer, Invision, Docs, etc. They enable inclusivity and allow the entire team to put their best ideas on the table.
With all key points set in place, meeting minutes can form the course for the successful execution of projects.