What is the purpose of a meeting report except to keep track of the work done during the sessions and the decisions taken? However, in order for the document to fulfil this function, it is important to adopt specific writing methods according to the type of meeting. Here are the tips for effectively writing down the discussions in a business meeting.
Prepare your report in advance
At the meetings, the writer can bring his pre-filled template. The objectives of the exercise are multiple: to focus only on the context and to carry over the content of the exchanges between the participants. How to take minutes of a meeting upstream? Some parts can be included in the titles, such as the agenda, the list of members, the date, the place of the meeting and the decisions taken. Some steps will be more important than others.
Note-taking, one of the essential writing steps
Good note-taking ensures the quality of the final document. Taking notes allows you to remember the essential points. The reader will have in his or her hands a summary containing all the information he or she needs. But this requires organization and efficiency, if only in the choice of media. The person in charge of this task can just as easily use a computer as a sheet of paper. It can also be equipped with a recorder. Finally, contributors may be assigned to assist with note-taking.
A tool to make good
meeting minutes ?
Structuring the writing plan
For a well-constructed report, a chronological writing plan can be used. It includes an introduction, a development and a conclusion.
- Introduction: setting the context (agenda, issues, names of members).
- Development: discussions held by the group and outcome of the meeting.
- Conclusion: summary of the main points and decisions taken, list of tasks to be carried out and date of the next meeting.
Not only is this structure clear to the reader, but it also saves time for the writer, who can reuse the headings in future reports.
For an impeccable report, proofread it
For a clean record, it is best to read aloud from the read aloud to identify possible repetitions and errors. One of the tips for efficiency is to read from the bottom to the top. If you don’t have enough time, the best thing to do is to let the document sit for a few hours. Another tip is to ask someone in the group whether or not the summary is fulfilling its information function.
End with the broadcast
Did you follow all the steps in the drafting process to ensure that you were successful in this exercise? You are now able to perform this function properly. Now that you know how to take notes for a meeting reportDon’t forget the broadcast mode. All participants should have early access to this document in order to prepare for future working meetings. You will have to identify the most appropriate means of distribution: email, website or platform.
