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Published on September 10, 2018

How to Write Great Meeting Minutes So Nothing Gets Lost in Translation

How to Write Great Meeting Minutes So Nothing Gets Lost in Translation

Writing the meeting minutes can seem like a daunting task at first. There is a group of people talking about numerous subjects in a crunched amount of time. Your job is to decide what is most important and record it in such a way that will be clear for everyone to review later.

Meeting minutes are valuable for several reasons. They can be vital for keeping team members accountable. They are used to inform those who were not present at the meeting. They are a history record so that ideas and decisions are not forgotten.

Keeping the minutes for your meetings may be stressful, but they can be invaluable. Your team members will be extremely grateful when you can pull out your meeting minutes in the future to remind them of important tasks and answer forgotten questions.

The following tips will help you to create effective meeting minutes. Even if you’ve had experience taking minutes before, you may find something that will help make you more effective:

1. Know what the meeting will be about beforehand

Whoever is in charge of the meeting should have an agenda prepared for you to review before the meeting begins. You can use this agenda to help prepare your note organization, which you’ll be very grateful for later.

For organizing your notes, it will be useful to create a template of sorts that you can quickly fill out during the meeting.

If you don’t have an agenda, perhaps that task will fall on you. An agenda is very helpful for helping meetings run smoothly and efficiently.

You can spur on your leadership team to create one. Or you can create your own by asking around for what talking points the meeting leaders have.

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2. Set up your meeting minutes template

It will be easier to adjust your digital notes if mistakes or changes are made. If you’re not a strong typer though, it may be best to stick with pen and paper and then rewrite what is most important later.

For clean digital notes, you can try using email newsletter templates you can find online to stay organized. They are visually attractive for sharing (more on that later). Digital notes will also be easier to distribute in general.

Another option for creating a digital outline is by using tables in Google Docs. Pick or create the right template or program to fit the information you will need to write.

3. Organize what you will be writing

Each organization and perhaps team will have different looking templates for their meeting minutes. The important thing is to decide what information is important and create a clear organization surrounding that.

You may want to consult with the meeting members before and after each meeting to see what their preferences for the meeting minutes are.

Here are some important items to put in your meeting minutes:[1]

  • Date and time
  • Attendees
  • Minutes from previous meeting
  • Decisions made, action items
  • Next meeting date and time

Attendees are important to be listed so that they can be held accountable and for record-keeping purposes. You can also list who was unable to attend the meeting and be sure to have someone review your meeting minutes with them later.

For action items, make sure to list specific steps that need to be taken and who is responsible for each portion. Action items should stand out among all the content in their own section or by being placed in bold font. These are likely the most important items of your meeting minutes.

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Again, more or less content may be desired by the team members based on your first few trials. Consult with them to find out what else should be included or what should be removed. They may also prefer a different design layout.

Take feedback with a grain of salt and try to gain a group consensus as much as possible. What one person might prefer, may not be best for the whole group.

4. Take good notes

There are many methods for note-taking, so you will need to find which works best for you.

Remember that you don’t need to write down every word said. Just write down an abridged version of what is important for the members of the meeting to remember later.

If you’re worried about grabbing all the important information, you can even try recording the notes with your phone or computer to review later. Be thorough, but don’t stress yourself out.

You can always ask someone to quickly review anything you may have missed. Your team will be grateful when you ask for clarification because they understand the importance of having those details later.

If you find yourself struggling to stay attentive, your meeting minutes will likely suffer. Make sure you have enough energy by having a snack and drink before. Eliminate distractions like your phone. You might have to sacrifice sitting next to your favorite coworker if you find yourself whispering back and forth too much.

Just remember the importance of your task. You don’t want to be responsible for missing an important decision or action item.

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Some items should have due dates. Action items may need listed steps to accomplish. All action items should have a name attached to who is accomplishing them.

If the meeting leader fails to assign an action item to someone or a due date, they will appreciate you asking. Apple’s Steve Jobs had a “Directly Responsible Individual” (DRI) for each task assigned in a meeting.

Due dates and names ensure that tasks are accomplished. This isn’t a grocery list, it’s a map to the next week.

5. Make it attractive

What good are meeting minutes if no one wants to read them?

You should already have a neat and organized template. Add elements that will make it easier to digest like proper use of bold fonts and italics. Bold fonts can be used for section headings or to highlight very important information.

Don’t use too much bold font though or else it will lose it’s value and become cluttered. Colored fonts can also often look tacky or draw too much attention; so be careful in how you use them.

A colored border might be effective for outlining an important action points section. Experiment and see what works best for making your meeting minutes attractive.

Besides highlighting important information with attractive design, you can take a chance to improve branding within the workplace. By including branding in your meeting minutes you can inspire greater brand consistency among your team members.[2] They will see the effort you are making and how attractive the material is, then want to apply that to their own outputs. Add your organization’s logo and brand colors.

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Above all though, keep the minutes organization digestible.

6. Distribute the minutes

Your meeting minutes should be distributed as soon as possible after the meeting so that the team members can get to work on the action items. This is also crucial for anyone who may have missed the meeting.

It is the easiest to distribute the minutes digitally through email or by providing a Google Doc link that everyone can look at. Many people still prefer a printed copy to keep with them. That way they can take notes on it and physically cross out items as they complete them.

You can either have those available at a common spot in the office or ask who would like a printed copy delivered to them.

Final thoughts

Meeting minutes require a process of dedication and refinement. From time to time, you’ll probably hear a complaint from a coworker about something missing on the meeting minutes.

Don’t take it personally. It’s a difficult task that takes a lot of focus and effort. There may be times when your team doesn’t fully appreciate the meeting minutes. But you never know which day or week that they’ll be really in trouble without them.

Your task of taking the meeting minutes is invaluable because you keep the team accountable. Your record keeping makes them more efficient because let’s be honest, humans are often forgetful. It’s thanks to you that meetings remain meaningful throughout a week.

Best of luck as you define and refine your process. Continue to take feedback to improve your skills and templates. Each group is different and will prefer to have different types of meeting minutes. Find what works best for your team.

With your great efforts, you’re leading your team to better efficiency and accountability.

Featured photo credit: Unsplash via unsplash.com

Reference

More by this author

Christina Sanders

Digital Marketing at Lucidpress

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Last Updated on September 20, 2018

8 Ways to Train Your Brain to Learn Faster and Remember More

8 Ways to Train Your Brain to Learn Faster and Remember More

You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

Well, here is how to train one of the most important parts of your body: your brain.

When you train your brain, you will:

  • Avoid embarrassing situations. You remember his face, but what was his name?
  • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
  • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

So how to train your brain and improve your cognitive skills?

1. Work your memory

Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

What is the simplest way to help yourself remember what you see? Repetition.

For example, say you just met someone new:

“Hi, my name is George”

Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

Got it? Good.

2. Do something different repeatedly

By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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And guess what? With enough repetition you made that happen!

But how does this apply to your life right now?

Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

3. Learn something new

It might sound obvious, but the more you use your brain, the better its going to perform for you.

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For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

4. Follow a brain training program

The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

5. Work your body

You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

6. Spend time with your loved ones

If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

7. Avoid crossword puzzles

Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

Are they fun? Yes. Do they sharpen your brain? Not really.

Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

8. Eat right – and make sure dark chocolate is included

Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

The bottom line

Now that you know how to train your brain, it’s actually time to start doing.

Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

Featured photo credit: Unsplash via unsplash.com

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