How to Create a Committee Meeting Minutes in Google Docs
Among the 182 senior managers surveyed by the Harvard Business Review, 65% of which claim that meetings make it almost impossible for them to complete their work. Although we can consider meetings to be an avenue for business communication, given the time you take away from a person's day, you need to make sure these meetings are worthwhile. Listed below are a few tips to help you manage your corporate meeting minutes effectively.
1. Create an Agenda for the Meeting
It's a good idea to prepare a meeting agenda before calling it. It serves as an opportunity for members to develop what they need to actively participate in the discussion. As for urgent meetings, you can send out a business memo a few hours before.
2. Take Down Notes
When drafting the meeting minutes, it's best to take notes of the discussion instead of relying on your memory to recall even the smallest details. Audio and video recordings might help, but they can be risky if you aren't careful.
3. Keep It Concise
Don't waste your time writing things down verbatim. Some meetings can last for hours on end, so you can only imagine how difficult it would be to keep everything on check. Instead, focus on the essentials. Prioritize information that you know you'll need in the future.
4. Organize Your Data
There's nothing worse than a cluttered layout on a business document. Note that meeting minutes outline what went down during a meeting, which means that the report will come in handy for managers to review down the line. Thus, you don't want to make it difficult for readers to find the information they need from the document.
What is meant by minutes of a meeting?
Minutes of the meeting, simply known as minutes, is a written record of the topics discussed and events that transpired during the session. It covers the names of the attendees and absentees, the issues raised, the resolutions provided, and any other actions worth noting.
Why do we take meeting minutes?
During a meeting, participants often need to decide how to respond to a situation based on the inputs presented by each member of the group. But because there's a lot to tackle in such a short time, disagreements and misunderstandings can lead to conflict later on. Thus, written minutes can help clear the air of what occurred at the meeting.
Who writes the meeting minutes?
The chairman of the meeting may assign anyone in the group to be in charge of the meeting minutes. It can be someone designated explicitly for the job, or you can rotate the task between team members in attendance.
When do you write meeting minutes?
Some individuals have the talent to write sufficient meeting minutes while the activity continues to transpire. But if multitasking isn't one of your strengths, you can try to write the meeting minutes immediately after the meeting. That way, your memory stays fresh.
What are the main components found in the meeting minutes?
Some of the significant elements of the minutes include the date, time, and location of the meeting; the objective of the meeting; the names of the participants; the agenda items; and the meeting summary. All these should help keep the report informative for stakeholders.