Minutes writing is one of the most easiest but feared when it comes to meetings and, minutes taking. Senior people will always be having somebody by their side to take minute for them, and when an individual is unwilling fully picked to be taking minutes, this may turn to differences.
But these are top tips towards minute preparations that could make your work easier.Begin by making your preparations in advance. For the Minute taker it can be difficult to keep up with events that take place if the meeting is moving along rapidly.
Prepare an agenda and an outline Minute document. Then just make notes against the outline, which you can complete later from memory. Take notes by hand, or if your skills are up to it, use a PC or tablet. You can even record the meeting to help get the details right.
If this is part of a series of meetings, ensure there is a copy of the previous minutes available. Note the expected delegates prior to the meeting, then tick them off when they arrive, or send their apologies
Jot notes on your minute template as events unfold. They will jog your memory later. Make sure you record the decision or conclusion. If you are not sure what that was, ask for clarification before the meeting proceeds to the next point, or check with the Chair straight after the meeting.
Finalize the Minutes immediately after the meeting, so you don’t forget anything important. Use the same tense and person throughout the document. Include a brief rationale or short statement for each decision made, or action taken.
Be factual and objective. It is best not to make personal comments or observations. Only use individual people’s names when you are recording voting activity. Otherwise the meeting is making the decisions.Record all business decisions. Always remember this is a business document.