![]() You can also use this information to make a list that you pass around the room, if people are not familiar with each other. That way, you don’t miss anyone from the official record. It is important that the attendee list is accurate, so make sure you tick the names off as participants arrive in the room. If you have any questions about the subject matter, it is a good idea to ask them as people with expert knowledge. This allows you to better make a judgement call on the key elements to record in the minutes. Talk to the Other Attendeesīy talking to other attendees of the meeting, you can gain a greater insight into the topics up for discussion. This helps you go in ready for what will happen and saves you time trying to get up to speed. Meeting with the chair before the meeting allows you to finalise the agenda, ask any questions you might have and to gain a feel for how the meeting will run. This way your documents will be consistent and look professional with minimum effort. Then, you can simply drop in items from the agenda into the template ahead of the next meeting. You can also prefill the standard running order (bringing to order, approval of the minutes, etc). You should add all the relevant information that doesn’t change such as the business name. Create a Minute TemplateĪssuming you minute more than one meeting, creating a template saves you time. It is in everybody's interests that the minutes are accurate. ![]() ![]() Don’t be afraid to talk up in the meeting and ask someone to repeat a point or to explain it further. It is important that you clarify anything you don’t understand as soon as possible. Once you have an idea of the relative relevance of the information at hand, you can spend more time listening and picking up more accurately on the theme of the discussion, rather than desperately trying to not down every word. It’s not best practice to rely on writing exactly what you hear because this may dilute the clarity of your minutes. Only when you have a grasp of the issues at hand will you know what you should be making notes of and what is unnecessary. It is vital that you understand the topics that are to be discussed in the meeting. However, some people do not like being recorded, and there may be sensitive information to be discussed, so always make sure you ask attendees first. Having an audio or video recording of the meeting to reference certainly helps ensure the accuracy of your minutes. Knowing which items will occur and when saves time at the meeting and allows you to concentrate more on the discussions in the room. But, if not, they should read the agenda and use it to help build a template for their minutes. The board secretary will usually be involved with the production of the agenda for the meeting. By asking for corrections before the next meeting, you can amend the document, distribute it to members and they will simply approve it at the next meeting and move on to the important business of the day. Does anyone have any corrections to make to the previous minutes?Īlthough there is a point in the meeting where attendees can bring up any errors in the previous meeting’s minutes, this takes up valuable time.This allows you to enter the meeting fully briefed (and more confident). So, if you have any doubts, ask the chair before you minute a meeting to clarify the points. Understanding the business at hand helps inform your notes and minutes. You should endeavour to bring yourself up to speed on the minutes from the previous meeting and with the contents of any supporting papers required for this event before it takes place. There are a number of questions you can ask before you minute a meeting that will help you in creating an accurate and clear document. If you want to brush up on your abilities, we have brought together a selection of expert minute taking tips for you.ĭiscover how Actions & Decisions are integrated within iBabs' Meeting Management Solution Questions to Ask Before You Minute a Meeting ![]() ![]() Improving your minute taking skills is vital to producing an accurate representation of what happened during a meeting. “for questions about privacy, it can be preferable during a meeting to write the minutes rather than record the whole discussion.” Secretaries must also make judgement calls about confidentiality in the minutes, as administrative assistant Simona Cantarelli writes about in Geneva Business News, stating, “those of us who do sometimes fear the job because of the expectation that is put on us to produce discussions accurately.” Robyn Bennett, who runs the Art of Minute Taking course at Victoria University in Auckland, New Zealand as well as being a minute taker herself, describes the feeling precisely: This is why many board secretaries can feel nervous about taking on this task. ![]()
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