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How do you take minutes in an online meeting

How do you take minutes in an online meeting?

How do you take minutes in an online meeting

How do you take minutes in an online meeting?

Preparing for Success in Minute-Taking

Understanding the Meeting Agenda and Objectives

Before you walk into the room, ensure that you have a solid understanding of the agenda and the objectives that are to be met. This information will help guide you so that your minutes are more objective and meet the needs of the discussion in the meeting. If, for instance, the meeting is focused on the launching of new products, it will help to pay attention to the major marketing strategies that this department will adopt and the expected target demographics. This way, your minutes go beyond an account of what was discussed to become invaluable resources in planning and decision-making later on.

How do you take minutes in an online meeting

Read Material Ahead of Time

This position will allow you to be proactive and to focus attention on what is being said in relation to the information that you already have. It also ensures that time is not wasted on reading the submission during the meeting. To capture most of the meeting, read about 80-90% of the material before entering the meeting.

Identifying Attendees and Their Roles

You should also become fast at identifying who is and is not in attendance and whatever information should be included as the name and titles of all attendees. Also, be sure that you identify the organization from which they hail so as to be able to assign action items after the meeting. Know also understand every participant’s role in the meeting; these could be the chairperson, rapporteur, or subject matter experts. They will be the breaking points of the meeting and, therefore, it is important that you concentrate on noting what they have to say.

When taking minutes, it is important to pay attention not only to the transcribed text but also to speech patterns. It is necessary to evaluate some aspects, including the tone and emphasis with which speakers pronounce some words or phrases. If a given point of discussion is repeated or a person raises their voice, this is an indication that the information is of the highest importance, and it should be considered in the minutes . Strategies of Accurate and Helpful Minutes

One of the requirements of the correct arrangement of minutes is for them to be clear and concise. They should be readily downloaded and perused whenever necessary for checking or skim-reading. To this end, a few formatting details can be added. For instance, one may use bullet points or corresponding numbering for distinguishing definite actions or specific major points. In addition, it is appropriate to capitalize remarkable or determinative sentences that pertain to established decisions, accepted commitments, or crucial observations since the core of the meeting will be conveyed more briefly this way.

Checking and Posting Information

While having the meeting, it is necessary to make substantial transcribing of all the relevant ideas and plans, using all available skills and tools. In the interim, it is necessary to control some aspects, such as repeated speech or a change in the speaker’s tone. However, after the proceedings are concluded, the assistant must spend around one hour checking notes. After distribution, the minutes should also be considered in use over the subsequent 24 hours since some final comments and essential corrections may be submitted. Thus, if these steps are considered carefully, minutes can serve as an effective tool of meeting facilitation.

Being Helpful and Timing Well

Being helpful is a fundamental skill in the ability to achieve the desired results when committed in this or that type of activity. Concerning a meeting, one should keep to a specific time when contributing to the discussion to provide the best effect. In this way, one should analyze the situation d water vast cases when the information one has can be used correctly, for example, if another member of the discussion faces a challenge that stops further conversation or one has a specific piece of knowledge that may add some new or updated ideas to the current discussion. Fewer, but meaningful words play a much more critical role in achieving success than verbalizing every available piece of information. Research evidence suggests that having one’s say at specific moments in meetings can improve the quality of such discussions by over 30% Auckland, 2018) . Therefore, having a good sense of being helpful at a particular moment increases self-confidence and contributes to the timely demand for the information when it is necessary and timely.

Asking for Clarifications

Another essential skill includes asking for clarification, which is one of the important parts of communication. No need to leave any confusion integrated into the process and provide an opportunity for any member of a meeting to understand what is going on and what is expected in response to being presented. In this way, an individual should make every intervention reasonable and concise instead of broad phrases and sayings. Such question types as ‘I am not sure what you mean’, are better to be substituted by ‘Could you please say what you are waiting from us’ Auckland, 2018) . In such a way, it is easier to demand clarification instead of leaving a note about one’s complete misunderstanding, and such a step allows an individual to demonstrate the level of knowledge and motivating factors.learning Kuratko & Hornsby, 2016) before the discussion starts.

Assertive Communication: the Key to being Heard

In a fluctuating meeting environment, being heard calls for assertive communication. Be daring to make your points, stating them outright rather than filling your contributions with qualifiers such as “I think” or “maybe”. Similarly, refine your delivery to ensure that your voice does not waver and that your tone is assured. Moreover, do not conflate assertiveness with aggression. The latter is an impractical way of sounding your views with convections, while also paying respect to others’ ideas.

Active Listening: the Basis of Effective Intervention

Listening actively is as important as the process of stepping in. Arguably, to sound your presentation well, show others that you are as concerned about the course of the meeting as possible. To that end, keep eye contact, and nod in agreement, occasionally providing words such as “I see” or “That is an interesting point.” Active listening has good implications on various causes: it allows you to draw as much information as possible without considering them in isolation from one another, as well as identify the missing pieces in the speakers’ positions. Moreover, it is pivotal for building rapport and ensuring that your intervention is well received and participatory.

These tools are a sure way to sound better in the meetings. Whether you are making timely comments, asking for clarifications, or are logically sounding your thoughts that necessitate breaking the ice in a therapy setting, remember that the key to making a good meeting even better is to contribute constructively. Attend to your note structure quality communicating exciting stories as well as to the effectiveness of your note-influenced communications and results. Rely on assertive communication and active listening to ensure that your participation is as good as you want them to be.

How to Write a Meeting Minutes Template

Introduction

  • A meeting minutes template ensures accurate documentation and achieves the best meeting output. It needs to align with the meeting’s agenda or objective such that intended outcomes are captured. *

Body

  • Step 1- Determine the Talents You Need to Get Hired
  • Knowing the different jobs available in the sector and having skills or experience in those positions could be a plus when deciding on a type of job to pursue. *

Step 2- List the Different Jobs

Example — Template for a Strategic Planning Meeting

  • Market Analysis

    Assumptions Made

    Suggested Segments

    Got to the Field Validates

    SWOT Analysis

    Strength

    Weaknesses

    Opportunities

    Threats

    Action Item *

  • Example — Template for an Update on Work by a Team

    Received Sign-off and Commenced on Testing of Software

    Received Test Results

    Progress However to 86%

    Close Applications No Use *

    Step 3- Develop a Mission Statement

    Step 4- Create a 30-Second Commercial for Yourself

    Final Assessment

Writing a Template Provides a Comprehensive Meeting Coverage

A template for a strategic planning meeting usually consists of Market Analysis, SWOT analysis, and Action Item assigned to each of its members. However, work update or report to the team usually consists of the item resumed, progress, need for support or challenge, and assignment. Each template should include columns or room for entering Participant’s Name, Areas Discussed, Decisions Made, New Directions, and Action Items to be assigned.

taking meeting minutes

Customizing Templates for Different Situations

Example for a brainstorming work of purpose session, there would be a reason raised then columns are drawn to adjourn from the purpose to the strategy for achieving the goal. For an instance, a client review meeting would include the customer’s feedback section and plans regarding irrelevant changes and necessary undertaking to address the concerns of the customers.

To enhance the efficiency of your template, consider the following: use headings and subheadings. Bold, bullet

points, and bullet pointed items can be easily noted and scanned. You can also highlight in yellow or bold the decision or important action items. You may use either margins or side notes to write down your personal impression, your

concurrence . These simple steps, when added to other types of meeting templates, will help not only facilitate your work with documentation, but also provide additional clarity and benefit of the information you are writing. All of these helps make your conversation more accurate and focused, thus leading to better decision making and tasks execution. It is always the benefit of meeting to have a strategic ally in the form of organized notes. You have the information in hand, you are one step closer to reaching your goal!

Collaboration with Meeting Leaders

“Pre-Meeting Consultation: Setting the Scene for Success”

Acting as a critical point in the meeting process, the stage of pre-meeting consulting is essential for meeting leaders to be successful in the subsequent business measures session. In order for you to make sure that you are on the right path, you should consult with a leading officer of the meeting to discuss the main goals of the meeting, as well as the expectations of the meeting, meaning whether you are planning to resolve some issues or announce a promotion. Once you have a clear idea to talk about, contact the administrative assistant and requests an agenda . Submit a list of visitors suggestions, it is important that all interested parties are present. Work plan meetings with a clear agenda are successful on the assumption that everyone knows what should be done and what he has to say.Parameters for Successful Collaboration

understand the expectations of the leader of the meeting;

review the proposed agenda items, suggest the need and provide possible suggestions;

express the desire that the necessary deciders and participants take part in the meeting;

help with the preparation of materials before the meeting . The post-meeting part that involves giving feedback and participating in the development of further strategies is important to strengthen the partnership, maintain relationships, and ensure continued productive work.

Giving feedback after a meeting is an opportunity to build and solidify your relationship with the leader of the meeting and contribute to the success of future meetings. For feedback purposes, it is best to schedule a debriefing session to discuss what went well and what could have gone better, preferably within the first 24 hours after the meeting. This post-meeting feedback schedule allows for one to make any adjustments within a short time and keeps the momentum going. Provide actual figures of the return on investment for decisions if possible for the best effect. For example, if the objective of the meeting was to find ways to reduce costs and improve efficiency, it would be fair to mention that a decision to outsource some services would result in 20% savings.

Ways to Maximize the Effect of Post-Meeting Feedback

  • Be Constructive: To allay fears of failure and stagnation, communicate feedback in a way that inspires improvement.

  • Focus on Actionable: It is relatively easier for people to commit to actions rather than change their hardwired habits.

  • Acknowledge Achievements: The fear of failure stifles growth and change. Mention what the meeting leader did well.

  • Collaborate on Follow-ups: It is also relatively easier to accomplish goals when an individual has someone willing to check on their progress and support them when the time comes.

Establishing a Good Rapport

Build a stable partnership with the meeting leader. Establish good communication by being proactive, trustworthy, and a provider of solutions. Be a viable partner, as you could end up collaborating on whatever the meeting leader and the other meeting participants decide in the future. Sometimes, a business relationship can develop from as few as five hours of interaction during a meeting. A tendency to present valuable input goes a long way toward solidifying the partnership. If you can make the meeting leader understand that you value their objectives as much as they do, the leader will go out of their way to ensure that you are part of their activities at every turn. Initially, you may have to develop this relationship by presenting thought provoking and high impact advice during the meeting planning and provide support and moral courage to the meeting leader during and after the meetings. With time, the meeting leader may become the one chasing you to provide feedback rather than the opposite.

The quality of meeting minutes is in their impartiality. It is important not to intercede or defend any one party but to describe the discussion, acceptance, and further action as they were. Personal assessments, opinions, and interpretations should not appear in the record, and the minutes must to be guided only by the facts or what meeting participants said. It will make the minutes informative while eliminating any chance for their distortion or subjective assessment. Note-making rules imply that all minutes should be written in a similar way, and all individuals, reading the text, should know that it is accurate to reality.

Objectivity Rules to Follow

Make it Objective: Base the minutes on what was actually said and accepted rather than individual interpretation.

Use Inclusive Language: The minutes need to reflect what everyone says or states.

State Decisions: Without interpretation but with all conditions attached or objections made.

The minutes must be concise and informative. According to the Society of Human Resource Management’s survey mention in ZincFive article, 25 percent of writing should be reduced to maintain decent retention after reading passages by the reader. Draw readers’ attention by using bullet points or lists, and do not bother with intricate language, especially when describing events or reports from attendees. Follow these sources and do not hesitate to simplify language, as instructions for completing minutes make it clear that such text is acceptable.

How To Write Effective Meeting Minutes

Guidelines to Make Minutes Clear and Concise

Only Discuss Important Parts: Decisions that have been made and tasks that have been delegated

Use Active Voice: Short, easier-to-read and understand proposals or sentence constructions

Edit After the Meeting: Deleting unnecessary information, helping to reduce retention wasting as much as possible.

One of the major threats to the value of meeting minutes is if they are not sent out in a timely manner. Dispatch the minutes within the first 24 hours of the meeting, as the events would still be fresh in other people’s heads. This way, if any corrections are needed or something is not clear to everyone, it can be handled on spot. In addition, the sooner everyone knows what they have agreed to do, the sooner they can start doing it. To increase the value of your meeting minutes, they should be distributed using the following principles:

  • Include a Distribution List: Show clearly who should receive the minutes and who should take particular action as a result of the meeting.

  • Track Action Items: Use a different section or another document to keep track of the actions people have agreed to undertake and relate them back to the minutes.

  • Use Technology: There is a host of both meeting management software and general collaboration technologies you may use to simplify tracking and distribution.

Guidelines in this discourse to ensure the relevance in future use of the minutes include:

  • Being objective;

  • Being clear and brief.

The definitive minutes you will create using the above principles will greatly improve your usefulness in the task they are supposed to fulfill. This document can function as an essential reference resource with decision-making material and a tool to ensure that the agreements and commitments made during the meeting are followed through efficiently. Being specific and relevant allows the document to be a clear representation of the meeting, showing how productive and prompt the meeting was and how to conduct future follow-up activities.

The core elements of effective task assignment include the following.

  • Task description: Clearly define what needs to be done.

  • Assigned to: Identify who is responsible for the task.

  • Deadline: Assign a specific due date when a task must be completed.

  • Deliverables: Present in detail what the assigned person should deliver. Recording Decisions Accurately: Capturing the Essence of the Meeting

Decisions made are the very core of what the meeting was for. As such, it is important to record them with a high level of accuracy, covering both the what and the why of the decision as well as its implication. According to the Harvard Business Review, such a comprehensive record allows to avoid over 30% of follow-up meetings. To ensure accuracy, the documentation should be recorded in a particular form.

  • Decision summary: Provide a concise statement of what has been decided.

  • Rationale: Explain, as briefly as possible, what data or consideration have led to this decision.

  • Action items : List what needs to be done as a result of this decision.

Both the action items and the decision itself must be reviewed, as well as updated as necessary, to ensure that the process follows the intended course. It is best to do it by creating a system that tracks both which action items have been completed, which ones have not, and how the decision has been implemented. This can be done using any information system, like a shared spreadsheet or a more complex project management tool, where this information can be entered. As a result, everyone involved in the process has easy access to this information and can be reminded about what they are supposed to do.

  • Distribute both the list of action items and decision to all relevant persons as soon as possible after the meeting.

  • Set up reminders and use calendar invites to make sure that everyone stays on the task.

  • Foster ownership, making the person to do the task feel responsible for it.

When you carefully document both tasks and decisions, you create the path for what follows the meeting. This helps people feel on the same page and ensures that more of this meeting’s goals will be achieved in the long term. Since everyone has a clearly defined role and the record is accurate, any person present may refer to the document whenever they need to. This ensures that every task from the meeting is completed and their results are evaluated, driving participants toward creating and supporting shared objectives.

However, there are certain precautions to be made when storing meeting minutes.

Secure and Usable Storage

The storage of meeting minutes needs to be both secure and easily accessible. Develop a method that maintains the document’s confidentiality while ensuring that everyone who needs to work with it can access it. Storing the minutes in a password-protected digital management platform or on an encrypted hard drive is a great way to ensure only authorized personnel can view them. Additionally, the record of each meeting needs to be properly indexed, ensuring that it can be located in the archives whenever someone needs to reference it or a compliance check is performed. This way, every meeting’s record is stored in a manner that ensures that it is both safe from external exposure and easily accessible to the people that need to work with it.

Main Concerns

Ensure that the way you store your minutes is compliant with your organization’s data security policies.

The method you use to store the minutes must ensure that everyone who needs access to them has it in a prompt and accessible way.

Backup and Redundancy: regular backups should be used to prevent loss of the minutes to technical failures

Should the Minutes Live Beyond the Meeting?

The longevity of meeting minutes is a matter of strategy and content. Minutes discussing important decision, long-term policies, or shifts in strategy likely have value beyond the next meeting and should be stored. Other meetings, such as weekly operational reports, have a limited shelf life and do not need to be kept indefinitely. Regularly reviewing your minutes can help you decide which to keep and which to delete, ensuring that all significant decisions can be alleed to in perpetuity.

  • Use quality recording devices and software: A lot of audio transcriptionists focus more on making themselves as proficient as they can in transcribing that they tend to forget that one of the most basic foundations in making the transcription process run smoothly is making use of good quality equipment. This includes microphones or recording devices like cell phones, mobile apps, and other gadgets. You may also find transcription software helpful.

    • Transcribe unclear words or phrases: Do not let any word or noises pass if you’re unsure about this. This way, businesses looking at your transcription service will not find discrepancies in the transcript, and you’ll sound more professional, ensuring that you pick up on every word that’s being said.

    • Edit for grammar and punctuation errors: If possible, check your entry after you have finished transcribing, then look for grammar and punctuation errors, and do the necessary changes. Ensure that your completed transcript flows well and is free of grammatical errors.

    • As much as possible, avoid slangs, fillers, and other words used informally. Avoid using internet language, jargons or too many technical words that clients may find hard to understand

    • Proofread: After finishing the entire transcript, make sure to check it again before you submit it to your client. If you wish, you may also ask someone to edit your transcription.

When it comes to transcription activity, one of the main concerns is accuracy. One of the basic and simplest methods of transcription employs different best practices, such as attentive listening, clear speaking, and proper punctuation . According to an International Association of Broadcast Editors study, up to 75% of inaccuracy is eliminated if these practices are followed . Additionally, it is beneficial to transcribe in a quiet area, minimizing the influence of background noise. The final suggestion for increasing the accuracy of transcriptions is to return to them several times and reread looking for typos and potentially unclear segments. Overall, such a set of practices ensures that the transcription is the most accurate one.

Key Accuracy Practices

  • Attentive Listening: The main tip for transcription tasks is to pay attention to the context and the words to understand the most accurate meaning.

  • Clear Speaking: The same applies to those who perform transcription, the way to increase the final quality is to articulate the words better.

  • Punctuation and Formatting: It is also paramount to use correct punctuation to mark speech’s cadence and avoid formatting issues.

Utilizing AI for Transcriptions

Today, a significant development in the field of transcription was made due to the advantages of artificial intelligence. AI transcription tools enable one to transcribe spoken language with up to 95% accuracy and decrease the time of the process by ten times . It is necessary to add that AI tools sometimes do not produce a completely precise transcription. Therefore, it is necessary to check it carefully, especially while dealing with specialized or specific glossaries. As for the ways to maximize the effect of AI transcription, it is beneficial to mention the following: the main tip for boosting the accuracy of transcriptions utilizes high-quality AI tools for this purpose. Additionally, it is important to remember to edit and review the transcription each time, raising AI.

The Future of Transcription: Marrying Human Expertise with AI Power

The future of transcription relies on the integration of human expertise and AI power. Using AI to make the preliminary transcription and following it with human editing to refine it and improve its accuracy is the best solution that masters speed and precision. This approach should become commonplace as it can boost the process of transcription and allows professionals to focus on more advanced tasks that demand their critical thinking and creativity.

An Effective Conclusion of the Meeting

Overall, an effective meeting conclusion is dependent on an accomplished summary that emphasizes the key aspects of the discussion and the steps to be taken next. A person should briefly discuss the key decisions and who should be responsible for their outcomes to improve their precision. The study by the Project Management Institute indicates that meetings that have an accomplished conclusion see a 47% increase in task completion . As such, every issue should be concluded by an excellent summary with precise data.

Meeting Minutes

The lists should be concise to discuss the decisions made.

Assigning people tasks, it is vital to provide them with precise, detailed instructions, and deadlines. Information on when and how attendants will be updated should also be provided.

Interval for Supporting the Distribution of Notes: Retention of Continuity and Accountability: The entire process of Notes is followed by an Interval that based on the prompt reception of notes to the members. At least a follow-up in the course of 24 hours will still retain the continuity of discussion as well as the presence of space between meetings. Simultaneously, the brief time enhances the accountability of members to distribute relatively soon [For17]. According to the survey of Forbes Insights, the organization adopting the distributing notes course of “meeting promptness” saw a 35% improvement in notes-related course.JsonSur6

Use of Technology Supporting Distribution Notes

Digital platform: The spread of the notes in the form of digital documents within the system. The following requires the presence of the ideal management system.

Automated Email: System email sent to members each time, with the attached note and the basic decision and form of planned action.

Review process. The feedback received by members is reviewed and integrated. The note undergoes additional amendment.

Continuous Collecting Productivity after Meetings

Lead the post-meeting process so that most of the follow-up meeting time is used in real action. The meeting can be considered successful only if the decision-making process during the meeting turns into a deed within the organization. By emphasizing the dispatch of decisional notes covered in the form of action-requiring-memorandums, the total meeting as well as the social function of the organization will be greatly strengthened.JsonSur8

Choosing a Platform for Minuting

MuSimpleSumi of Notetaking Apps and Service: The Modern Minute-Taker’s Toolkit. Various note-based services have their respective functions. Specialized apps for taking and sharing meeting notes will add to the speed of process and Smooth meeting. Choose the best among the general note-taking apps such as Evernote or Microsoft OneNote or Google Docs as a service for real-time collaboration. Slack is also highly recommended to be used.

Key Features of Notetaking Platforms

Collaboration: Look for platforms that allow multiple users to contribute and edit documents simultaneously

Organization: Choose apps with robust organizational features like tagging, folders, and search capabilities

Accessibility: Opt for services with cloud storage to ensure access to minutes from any device

Considering Platform Features: Matching Functionality to Your Workflow

When selecting a digital minutes platform, it is crucial to consider how its features align with your specific workflow. Evaluate the ease of use, as a platform that is intuitive and user-friendly will ensure high adoption rates with your team. Check the security features of the application, especially if you discuss sensitive information during your meetings. Determine the compatibility of the platform with other tools you use, such as calendars and project management software, for a higher level of integration.

Maximizing Efficiency with the Right Platform

Integration: Select services that integrate with your current suite of business apps.

Customization: Choose platforms that let you customize the interface and features to match your minute-taking process individually.

Scalability: Opt for services that are capable of expanding with your organization, whether that means additional users or more data.

The Future of Digital Minutes

As technology moves forward, so do the tools necessary for digital minute-taking. Stay informed about new platforms and solutions in this field and be open to experimentation with new things. A digital platform can enhance your meetings and make your notes more dynamic and informative for your organization.

To summarize, selecting a digital minutes service and embracing the features it offers are crucial steps to enhancing your notetaking. By selecting the service that best fits your needs and workflow, you will open yourself to a new realm of possibilities in terms of meeting management and efficiency.

Allowing Minutes Accessibility

Digital Formats: Searching Minutes to Enhance Convenience and Efficiency

Accessible minutes are often the key to an effective decision-making process as well as convenient record-keeping. In many cases, converting the minutes into some format that can be searched can assist participants in quickly locating the needed associated data . For example, such note-taking platforms as Google Docs and Microsoft Word can allow the searcher to initiate a search and find the required information in a matter of seconds. According to the IABC study, those who search minutes can save from 35 to 60% of their browsing time by using some searchable option . Improving the searchability of minutes is a vital step that can be facilitated by employing several methods:

Include Consistent Keywords: Use the same terminology and words in your minutes in order to increase the effectiveness and least time of searching .

Employ Tags and Metadata: Administer the tagging and metadata of your notes, so that the minutes are properly categorized and named.

Regularly updating indexes of your meeting records can also be highly beneficial and improve the degree of searchability.

Improving Comprehensibility and Engagement

Visual aids and annotations that can be used to introduce the former can substantially enhance the degree of understanding and engagement with the presented materials. For example, the use of diagrams, charts, and images can be beneficial in regards to the degree of understanding of some highly convoluted concept . It has been estimated that people are able to remember visuals once they come into contact with them . Annotations such as the use of short handwritten comments can also be beneficial in displaying information that surrounds them. For example, highlighting all decisions in some particular color or using sticky notes for additional comments can both be used to improve the gathered degree of understanding.

Multimedia Integration for Better Accessibility

Another way to promote better accessibility of meeting minutes is through multimedia integration. For example, you may include audio files or video recordings of the most important parts of the discussion. This is beneficial for capturing any voice tone changes and ensuring a better clarification of the debate. The Society for Technical Communication reports that documents accompanied by multimedia can have up to 40 % better comprehension rate. In summary, to enhance the accessibility of the minutes, you should create them in the form of a searchable digital word document. Multimedia can serve as a better substitute for lengthy descriptions, and other types of visual aids may also make the minutes more interesting. All in all, such an approach will make the minutes an accessible source of information used for the correct understanding of both the points and the nature of the meetings which will eventually support a better decision making and follow-up process.

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