Taking meeting minutes is essential to a meeting: you have your project written with plenty of important details such as: who is responsible for what action, when, how, and so on.
You may or may not be asking yourselves: “What are, and how to take meeting minutes?”
Meeting minutes can be defined as written or recorded documentation that is used to inform people of what happened during the meeting and define the next step planned. To write effective meeting minutes you should include:
- The names of the participants
- Agenda items
- Calendar or due dates
- Actions or tasks
- The main points
- Decisions made by the participants
- Record what is the most important points
- Future decisions
- Documents: images, attached files
Before the meeting: you need to prepare the different topics to be addressed during the meeting, noting what you know about them in order to save time and to be able to focus on important topics during the meeting. If not, you might end up on the margins of the meeting being too busy taking notes.
During the meeting: meeting minutes are an effective contributor to successful meetings, yet they need to be appropriately written and distributed in time. The main problem with reports is that they take a long time to be written down properly, and that they must be sent quickly after the meetings to let everyone know their next projects or actions.
You need to build your notes as the meeting progresses: a good way of organizing your note-taking is to differentiate actions from remarks as well as noting the different actions per person with a deadline.
After the meeting: type out your notes in a logical manner and not chronologically. It needs to be organized to be sent out to your colleagues. Also, adding a short summary organized per person and per project at the end of the minutes helps your colleagues quickly glance at the minutes and spot the actions they need to realize within seconds.
At Beesy we know how essential meetings are. For this reason, the Beesy solution automates your reporting and helps you save time:
- Smart note taking
- Audio recording
- Add participants by name, last name, email adress and initials – in the ‘People’ Tab
- Create automatic meeting minutes from your organized notes with one click
- Instantly send the meeting minutes to participants