Usually, the chair will double-check that something is being recorded in the minutes, and if youre not sure - ask! Finally, you need to record any other business or notes, and what time the meeting adjourned.
Wait a minute...
When the meeting is over, your job isnt quite done yet. Youll need to type up the minutes. Its always a good idea to do this as soon as possible after the meeting, when everything is still fresh in your mind, and the minds of the people who attended.
The draft minutes should be distributed to everyone as soon as you are able. Any changes, alterations or amendments will be made. Until the organisation approves them, they always remain "Draft Minutes". When finalised, they will be filed away carefully. Make sure you have a backup on that laptop. Then relax, sit back, and enjoy a minute to yourself - youve just learned and completed one of the most basic and essential professional skills in business.
Minute Taking Has Changed Taking meeting minutes has been around ever since businessmen and -women got together to discuss their businesses. But taking meeting minutes is not just a requirement of corporate entities or professional businesses; schools, churches and other large organizations have a secretary on staffs who takes minutes as well. Professionals, whether they be part of a corporation, a school, or a church know that effective minute taking is essential for the smooth running of and for the success of the organization. However, minute taking has been changing with the times.
Just twenty years ago most of the technologies available in the world today were absent. It is very apparent that minute taking has moved together with the technological advances. Taking minutes today is not the same as it was twenty years ago; even ten years ago. Todays effective minute taker makes use of both the advancements in technologies and the changing cultural environment of our world. The effective minute taker moves along with the changing times and stays ahead of the changing curve. Are you sure your organization records its minutes in the most effective way today? Here are a few points to consider about taking minutes effectively in todays fast paced and changing world.
Half the Job is in the Agenda When most secretaries or personnel involved in taking minutes for an organizations are asked whether minutes are important to the organization, theyll firmly state that they are. However, not many people realise that over half the task of taking the minutes is done in the preparation of the agenda. Effective minute takers today know that the meetings agenda is just as important as the minutes they are going to take. After all, the meetings discussion will be run on the schedule of the agenda. The effective modern minute taker knows that the relationship of the agenda and the meetings minutes is very strong and thus takes a key role in the preparation of the agenda.
It is actually estimated that between 60% and 70% of the modern minute takers work is done before the meeting begins. That seems to be so different from the "traditional" way of taking minutes where about 80% of the work is done during the meeting.
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