Meeting Minutes: Quick Tips on Effective Notetaking

Posted on 26. May, 2009 by in Business Efficiency, Prima Communications Blog

Have you ever found yourself frantically taking notes during a meeting, only to discover later that they weren’t nearly as comprehensive as you’d thought? After the meeting, you could barely make out your own handwriting, and you missed some of the key points because you were furiously trying to record what everyone said. If this has happened to you, you’re not alone.

Generally speaking, meeting minutes are intended to record basic information such as decisions reached or tasks delegated (that is, minutes are not supposed to be a beginning-to-end story of EVERYTHING that was discussed). If you find yourself trying to write down every last word, here are a few tips to help you:

  • Determine how you most effectively take notes (pen, laptop, white board). Make sure that you have a backup option in case your pen leaks or your battery dies. You might even consider tape-recording the meeting.
  • If possible, obtain an agenda before the meeting and develop a template based on it for your notes. If an agenda is not available, make your own template. Include spaces to record the date and time of the meeting, a list of attendees, assigned tasks (and who they were assigned to), as well as any decisions that were made.
  • During the meeting, remember that your notes are an outline—not a verbatim account. If you’re unclear on something, ask questions.
  • Keep the language simple.
  • After the meeting, review your notes and clear up any remaining questions with the appropriate people.
  • Remember to review your notes for grammatical or typographical errors before distribution!

Preparation is the key to taking effective meeting minutes. If you prepare well, your concise notes will help to ensure that everyone receives relevant, to-the-point information.