The function of a meeting report is as much to keep track of the decisions made as to provide a direction for action. In this context, how to take minutes of a meeting able to really fulfill this role? There are certain steps to follow. Find 5 practical tips to master the exercise.
1. Preparation is the key to good reporting
One of the key steps in getting a good report is the questioning phase. Who is the recorder (secretary, outside person, etc.)? Who is his replacement if he is unable to attend? What is the maximum number of words the summary should contain? Ask yourself the question of the material. Sometimes, a dictaphone is required to keep track of all the exchanges. These are all elements that need to be addressed beforehand to ensure that the drafting phase is well defined.
2. A report is a working document that can be understood by everyone
The meeting minutes are a reference document for all members. When drafting, it is important to think about who might be absent from the meetings and who might be able to see the document. Agenda, purpose of the meeting, remarks… all these elements should be mentioned in a concise manner in your minutes. Make sure you use short sentences and accessible vocabulary to be understood by the reader.
A tool to make good
meeting minutes ?
3. Use a pre-determined template for good reporting
From the header to the conclusion, it is necessary to rely on a certain formatting of meeting minutes. By following a structure, the whole function of the document will make sense to the reader. Here is an example of how to take minutes of a meetingstep by step:
- date and place ;
- list of participants present and absent ;
- agenda: topics discussed and purpose of the meeting ;
- decisions made and actions to be taken ;
- summary of the most important points ;
- reminder of deadlines.
4. For a readable report, take care of the form
To make your meeting minutes easy to distribute, make them look good. Make sure you space your paragraph headings. Use of bulleted lists and summary tables (especially at the end of the document). Don’t forget to highlight the title or important words to make it easier to remember.
5. Finding the right time to write the minutes
Minutes are taken immediately after the meeting or within 24/48 hours. After this time, the task will be tedious because the writer’s memory may cause problems, as he or she will no longer have the sequence in mind. It is therefore advisable to set aside a time slot dedicated to writing. Note that an audio recorder can help your secretary keep track of all the exchanges.
Know how to take minutes of a meeting by looking at different templates is a good way to get your working document right. Keep in mind the function of this document and do not neglect either the content (agenda…) or the form (purpose, simplicity for the reader…). By following these 5 tips, you will how to write good meeting minutes and all you have to do is distribute your summary to the members!
