After the meeting is over, you will want to review the minutes for errors, add any extra data, and then send the file to everyone that attended and those that missed the meeting. This document will serve as a refresher for those that were in the meeting and it will bring others up to speed that were not there.
Take A Class
If you are new to minute taking, you might consider Minute Taking Courses. These courses are very beneficial and help individuals learn how to take the best minutes possible when they are in their meetings. Try it. You might be surprised how much you could learn!
Taking good meeting minutes takes time. Leave ample time for preparation, for the meeting itself, and for writing up the minutes after the meeting. A good minute-taker will take the time ahead of the meeting to review related documents, build a glossary and make sure he or she understands the context of the meeting. (The process of preparation is discussed in more depth in the first tip in this series.) Good minute takers will also make sure they take the time to arrive at the meeting with plenty to time to set up properly.
After the meeting, you will need to clear up any questions as quickly as possible. Before the meeting, you should already have scheduled a short time to review any queries in your notes with the meetings chair or with someone else who attended the meeting. Ideally the minute taker and the chair should speak immediately after the meeting. While this does not need to last more than 10 or 15 minutes, it is your chance to clarify anything you didnt understand or check spellings of names and terms that were new to you. This is an important chance to ensure that the final meeting minutes are accurate.
Write up your notes as soon as possible after the meeting, while the meeting itself is still fresh in your mind. Professional minute takers generally write up their meeting notes in the hours immediately following the meeting, and certainly within 48 hours after the end of the meeting.
Sometimes it can take organisations days or even weeks to complete and circulate meeting minutes. This is a disaster for two reasons. First, the minute taker may have trouble creating accurate and complete meeting minutes if she or he has to revisit the original meeting notes more than a day or so after the end of the meeting. Even expert minute takers may have trouble remembering how to translate all the abbreviations they jotted down! Second, a delay in circulating meeting minutes usually means a delay in taking action. Prompt meeting minutes are likely to be not only more accurate, but more effective.
How long should it take minute takers to write up their notes to create finished minutes? This depends on several factors: the minute takers degree of experience and training; the level of preparation the minute taker undertook before the meeting; whether the minute taker took notes on a laptop or on paper; the physical limitation of the minute takers typing speed; and the complexity of the meeting. Many people think that just typing up their notes from the meeting will suffice as minutes.
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