8 Best practices for creating Minutes of the Meeting
Congratulations on fixing another client meeting! But how do you follow up efficiently on all of them? Surely not with the aid of hastily scribbled and disorganised notes – which confuse you more than they assist you when you sit down to work on your client’s requirements? Instead, it can significantly help if you organise all inputs into creating a comprehensive Minutes of the Meeting (MoM). Here’s how:
1. Do your groundwork
Accuracy is a core strength for those creating a MoM. In fact, almost 70% of a minutes-taker’s time goes into outlining the conceptual basis and identifying the purpose of the meeting.
2. Identify the main areas
The MoM should serve as a comprehensive record of the meeting. It should comprise details such as who were present, what was the agenda discussed, evidence of timelines given, and a follow-up strategy for those who missed the meeting.
3. The method is key
It is very important to choose a comfortable medium while creating the meeting minutes. If speed is not your friend, opt for a recorder. This will ensure an error-free approach as you are unlikely to miss any points.
4. Pay close attention
One of the many difficult tasks of a minutes-taker is sifting through the verbiage and understanding what’s discussed. If you do decide to write down points, indent them for easier reading. Pay keen attention to every point that is discussed when drafting the meeting minutes; you can make it readable later.
5. When in doubt, ask
Speaking up during a meeting can be intimidating, but if you are the one preparing the minutes, it is best to summon the courage and ask. There are times when one misses out points during a discussion. So ask timely questions instead of making erroneous statements later.
6. Keep it crisp
No one wants to plough through a rambling eight pages of notes. The secret behind creating a good transcript is to stick to the essence of the facts. Keep the points simple, clear, and accurate. The language should be understandable and easy to grasp. After all, the purpose of a MoM is to be crisp and concise.
A minutes-taker is entrusted with a responsibility, the execution of which should reflect credibility. Misspelt words, grammatical errors, and incomplete sentences can be off-putting. ‘What’s worth doing is worth doing well’; keep this apt expression in mind when creating your minutes.
8. Don’t procrastinate
Lastly, a delay renders the entire process futile. The sooner you draft the meeting minutes, the lower your chances of forgetting an important point; ideally, prepare it within 24 hours. Even if you have used a recorder, some points need immediate action, and a delay from your end can muddle things up.
The bottom line
Content marketers play a significant role in boosting the in-house team’s efficiency to deliver better services while simultaneously keeping the clients and creators on the same page. Preparing a comprehensive Minutes of the Meeting will ensure a legal recording of the proceedings for the client and list actionable tasks for the team to undertake on priority.