9 Steps To Learn How To Write Meeting Minutes and Share Them

5 Tips To Learn How To Write Meeting Minutes

5 Steps To Learn How To Write Meeting Minutes

Meeting Minutes

 

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
How To Write Meeting Minutes

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


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Life Hacks, Tips and Tricks To Write Meeting Minutes

How To Write Meeting Minutes

05/06/15- “Team Meetings” via LinkedIn
“Have you ever found yourself lost in a project? Communication is broken, and you have more questions than answers for your team? Or have you even been on a team and you can tell that communication is breaking between the product owner and the rest of the team? That is almost worse – knowing that the boat is sinking but not knowing how to stop it…”

How To Write Meeting Minutes

05/06/15 – “Recording a Meeting” via Community Tool Box
“Have you ever left a meeting saying to yourself, “Wow, that was a great meeting! I heard some excellent ideas,” only to find, a week later, that you have forgotten what those ideas were? Unfortunately, so did everyone else. Opportunity is lost, and the issues you met to take care of are left unfinished…”

How To Write Meeting Minutes

08/06/15 – “Stay on Topic” via HarvardBusinessReview
“There’s nothing more annoying than a meeting that goes on and on and on. As a manager, it’s your job to make sure people don’t go off on tangents or give endless speeches. But how can you keep people focused without being a taskmaster or squashing creativity?…”

How To Write Meeting Minutes

08/06/15 – “Checklist” via HarvardBusinessReview
“In theory, everyone understands that preparation can make or break an important meeting. The more work you do before you walk into the room, the more productive and efficient you’ll be. But who has the time to properly prepare?…”

How To Write Meeting Minutes

08/06/15 – “Meeting Minutes” via WildApricot
“Whether you’ve been tasked with taking notes for a committee or you’ve been appointed Secretary to the Board of your organization, preparing meeting minutes doesn’t have to be an arduous task. Here are some tips and ideas that will help you get started with writing and preparing effective meeting minutes…”

Create Automatic Meeting Minutes with BEESY

 

Beesy is an all-in-one collaborative platform for managers and their teams with note-taking, available on iOS, Mac and Web.
Using Beesy allows you to automate your note-taking: your notes automatically transform into action plans that are shared with your team.

You can also create meeting minutes from your notes with just one click, and send the minutes to your colleagues.
Then, you can assign actions from your notes and view on a Dashboard the completed and delayed actions per project, person and so on.