By now, you know just how important meeting minutes are and are now that you’re sold on the idea of meeting minutes. That’s half the battle already won. The next step is to write the meeting minutes. Sure, it sounds easy to take down notes of what has been discussed and who needs to do what. But how do you make your meeting minutes sparkle? Fear not, it’s simpler than you think:

Step 1: Prepare Ahead: Before the meeting even begins, gather the agenda and any relevant documents. This will help you anticipate the topics and jot down notes more effectively.

Step 2: Who’s Who: Record the names of all attendees at the beginning of your minutes. This is not only a nod to etiquette but also ensures accountability for decisions made.

Step 3: Key Discussions and Decisions: Summarize the main points of each discussion, highlighting the key arguments or insights presented. Clearly note any decisions that were made during the meeting.

Step 4: Action Items: Ah, the action items—the heart of meeting minutes. List out tasks, responsibilities, and deadlines for each action item. Be specific, so there’s no room for ambiguity.

Step 5: Be Concise and Clear: Keep your writing clear and concise. Use bullet points, short sentences, and avoid jargon whenever possible. Remember, these minutes are meant to be a quick reference.

Step 6: Review and Edit: After the meeting, take a moment to review your notes. Tidy up grammar, ensure accuracy, and make sure the minutes capture the meeting’s essence accurately.

Step 7: Distribute Promptly: Time is of the essence. Send out the meeting minutes while everything is fresh in everyone’s minds. This helps maintain momentum and ensures everyone is on the same page.

An important note:

Contrary to the somewhat misleading name, the task of taking “meeting minutes” doesn’t entail meticulously documenting every single minute detail of a meeting. Let’s be real – no one, especially not those who already endured the meeting in person, is keen on diving into an exhaustive blow-by-blow account. The term “meeting minutes” might lead you to believe that these notes need to be overly intricate, but in reality, they’re much more streamlined than you might think. The term “minutes” refers to recording minor details rather than the literal minutes of a meeting.

The essence of “meeting minutes” lies not in recording every verbal exchange, but in capturing the core takeaways that drive the meeting’s progress. So, put those visions of a marathon transcribing session aside and embrace a more efficient approach.

Now you have a crash course on meeting minutes and a handy 7-step guide to crafting them like a pro. So, the next time you’re tasked with crafting meeting minutes, remember that it’s not about narrating every second – it’s about curating the significant moments that propel your team forward. Think of it as sculpting a work of art from the raw materials of a discussion. In the end, your meeting minutes will become your team’s roadmap, guiding them to their goals with clarity and purpose. Stay efficient, my friends! Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp