A typical user on any video conferencing app would use Google Docs, Word, or sometimes perhaps, email to quickly scribble down minutes of the meeting. Minutes of the Meeting are essentially recorded documentation of the meeting. This helps review the meeting for future reference, formulate new decisions, and also keeps all the meeting attendees and non-attendees on the same page. A document like this alone can help manage an organization effectively.
Sometimes, it’s natural to attend a meeting and assume that one can remember everything as the meeting proceeds. But once the meeting is finished, a lot of important information that was initially perceived to be easily understood could be later forgotten.
The process of having to take down meeting minutes while simultaneously being involved in the meeting discussion is not a child’s play. It increases the meeting time and takes a lot of effort.
However, it can’t be stressed enough how essential meeting minutes are for an organization. When you and your employee have a different understanding of what happened during a meeting, meeting minutes can provide a clear-cut picture of the information. Nevertheless, you can’t really write down every word that was spoken during a meeting and call it effective note-taking. There’s a certain process to do it. Here are some tips for the same:
1. Write down minutes when you still remember them
It suffices to say that a human brain can only retain so much information. And every so often, you may have to attend meetings that last really long. It’s better to quickly note down minutes as the meeting progresses so that no important information is lost gradually.
2. Begin with an action review
Get all the essential details down. Start by reviewing if the previous action items are completed. If not, simply jot them down again. Go through them before deciding on new action items.
3. Use a template
A meeting template simplifies the process of taking minutes of the meeting. It helps set and assess the meeting requirements and plan the agenda beforehand. This defines the meeting needs and purpose before the meeting begins, thus saving a lot of time.
4. Include images and note down plain facts
Meeting minutes should not contain somebody’s opinions. It’s important for you to recognize what unbiased facts are and keep the notes short, crisp, and easy to understand.
Snap pictures of the flowcharts, mind-maps, or any other sort of pictorial representation drawn on the board, and include them in your meeting minutes. They can convey a lot of information really effectively and also grab readers’ attention.
5. Take the help of apps that record and transcribe
Due to the digital shift in the world, meetings now happen through Zoom calls. There are a lot of audio transcription tools, meeting recording tools that automate your entire meeting process for you. From creating templates, scheduling meetings to analyzing your conversations, these tools take automatic meeting notes and deliver them directly to you via email.
Marsview Notes, the best transcribing software, runs in the background during your meetings and captures everything, helping you through most of your work. Sign up for free to get your own meeting assistant today!