In order to be effective and lead to concrete decisions, working meetings must be well prepared by the various participants. At the end of the discussions, a report summarizing the exchanges must be produced and sent to each member. But how to take minutes of a meeting ? Several steps can be followed. Discover our tips for making this document an effective production tool.
Why is a report required?
Minutes are a written document whose purpose is to summarize as accurately as possible the discussions and decisions made at a meeting. As such, it also sets the context and agenda. Sound header usually contains various information, such as the date or the names of the participants.
In addition to recording decisions, the minutes also briefly recount the debates, so as to revive members’ memories and prepare for subsequent meetings.
At the end of the production process, the writer must send this summary tool to all the participants, as well as to the excused collaborators who will thus be able to take note of the progress. This is indeed an important function of reporting.
If you don’t know how to take minutes of a meeting, a template can help you! You will need to think about the reader who will read the minutes and work on the form of the minutes to make them accessible and synthetic for someone who did not participate in the meeting.
How to write effective meeting minutes?
At the end of your working meeting, the minutes must be written following certain recommendations and respecting a standard form. This will make it easier for each reader to find his or her way from one meeting to the next. In this sense, the function of the editor is essential.
To perform this function, it is essential to be able to write accurately and concisely, while using a neutral tone.
Whether you use a meeting minutes template or not, a few steps are essential. To avoid writing it from memory and the risk of forgetting some decisions, the writer should take notes during the meeting.
The following steps are about writing. In terms of shape, you can take inspiration from a template for writing meeting minutes. In all cases, use the same pattern after each meeting to make it easier for the reader. In the header, your structure should include elements such as the date, the context, the agenda and the identity of each participant, as well as his or her function in the company.
To structure your report, you can use a table. The latter will allow you to easily review the points discussed and to note the decisions and actions to be taken.
For write good meeting minutesshape plays an essential role. The writer must keep in mind the final reader who will read it to ensure clarity and to include the essential elements such as the agenda. With these tips, you now know how a meeting report is presented !