This report must faithfully transcribe the information that enabled the choices to be made, but above all it must make it easy to identify the decisions taken. Meeting minutes are the best way to ensure that commitments are met. The CODIR (Management Committee) is a decision-making body that brings together, at regular intervals, the members of the organization, commonly referred to as the C-Level “(CEO, CTO, CSO…) to make strategic decisions for the company, in line with its mission and valuesĪt the end of a CODIR, each participant must know precisely what results are expected, by when, and who is responsible for them. This is something to keep in mind if you are to take on the title of writer to develop a document of this type and make it easier for the reader to understand. The header of the document and the information to be kept in mind are not the same for the minutes of a committee meeting, a business meeting or a project meeting. The chairperson will be more relaxed and focused on the meeting, and the person taking notes will be ready to handle the meeting with confidence.The formatting of a meeting report will be different depending on the context of the encounter. Needless to say, the chairperson should have absolute trust in the one taking notes. This way, the person taking notes will know exactly what to pay attention to in future meetings. However, even more important is their feedback after the meeting. The two can go through the meeting templates, discussing the meeting by each bullet point. Discussing the meeting before is a part of preparation, where the chairperson can give guidelines and point out crucial aspects of the meeting agenda.
The person taking notes should communicate with the chairperson before, as well as after the online meeting. They do need to record clearly and simply what decisions were made at the meeting and who is going to carry them out. They don’t need to be long or complicated, in fancy language or perfect grammar. Take advice and feedback from the chairperson Quick and easy guide to taking minutes Minutes are simply notes taken during the meeting to remind you what was discussed and agreed. here's a template for Evernote) the person taking notes should consider several of these and choose the one that is most suitable for their meeting agenda. There are many resources for meeting templates online (i.e. The easiest way to do this is by using meeting templates. Also, in order to be used easily afterwards, notes should be gathered in a logical, intuitive way. That is why meeting minutes should be organized according to their priority. Not everything that is spoken and discussed during an online meeting is of equal importance.
Usually, the meeting chairperson does this, but the person taking notes should also be allowed to act as an “ assistant” to the chairperson in this respect. In case something is inaudible, or they think they didn’t hear or understand something well, they are allowed to interrupt an attendee.Īlso, they should interrupt when they think something requires further clarification for other participants. Therefore, the person taking notes shouldn’t be just a passive observer, but an active participant. This is why it’s important to be prepared for them, and to know what to do when they come up. Online meetings are live events and, like any other live event, they can have unexpected moments. This will help them understand the attendees perfectly, without losing any crucial information “under the radar”. The person taking notes should also be good at recognizing different speech patterns (even accents, if it’s an international team).
Minutes (or notes) serve as a sifter, keeping only what’s really important about a particular meeting. When you have an entire recording of a meeting, it’s very hard and time consuming to distinguish relevant from irrelevant. Meetings can be recorded, and they often are, but it’s not the same as taking notes. With that amount of information, it’s crucial to take notes so that nothing vital passed unnoticed. During virtual meetings, there can be a lot of discussion, with a lot of important ideas brought up.
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