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7 Reasons Why Some People’s Conversations Are More Memorable

7 Reasons Why Some People’s Conversations Are More Memorable

Sometimes the most charismatic people are the ones who finish first. Added to our skills should be how we make the other person feel when he/she engages us. Yes, great conversations stick to our heart for a long time. People who make great conversations are interesting to be with. It is a law of attraction to want to be around those who listen with their heart and also speak to our hearts. This is why people will always appreciate people like Stephen Fry and Charlie Rose. Here are some elements that make some conversations with some people more memorable than others.

1. They offer genuine compliments.

The human is wired not to refuse reciprocity. Great conversationalists offer thoughtful and genuine compliments during a conversation, which makes the other person feel validated and appreciated. This stirs the conversation and propels it in a positive direction. Make sure your compliment is sincere and these compliments could be directed at what they are wearing, doing, or saying.

2. They maintain steady eye contact.

In many cultures, maintaining eye contact with who you are speaking with adds sincerity and appropriateness to a conversation. It means you are serious and engaged during the conversation. Great conversationalist know why and how to make eye contact—they do this between 70–80% of the time and add value to the conversation with this non-verbal act.

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3. They contribute to the conversation.

It is better to also be a giver during a conversation rather than just a taker. Add interesting facts or elaborate on a statement. People who make great conversations observe their environment and pick up interesting stuff from it which could be infused into a conversation. It is like they are building something together with the other person. Great conversationalists contribute to the conversation and thus make the other person relaxed and comfortable.

4. They listen and are attentive.

“I like to listen. I have learned a great deal from listening carefully. Most people never listen.”

—Ernest Hemingway

By listening and paying attention, you show you respect the other person. When the other person is listened to, he or she will feel important during the conversation. According to Michael Hyatt, great conversationalists listen with their hearts, and this doesn’t require any verbal action, but rather, good body language and attentive ears.

5. They remember the names of those they are speaking with.

People tend to like and appreciate you more if you use their name a few times during conversations. According to research, people respond better to their names as it validates their identity. Remembering names means you are a detailed person and this makes great conversationalist stand out.

6. They keep the conversation informative.

“Never leave home without reading the newspaper.”

—Leil Lowndes, author of How To To Talk To Anyone

The brain has a very short attention span so it is safer to be informed and provide an interesting conversation. This is why it is important to be abreast about current trends. They don’t have to start talking about a complex topic. It could be what happened on the last episode of Game of Thrones. As far as you bring an intelligent and informed angle to it, you will make a great conversation with it.

7. They are enthusiastic about what the other person has to say.

“You can make more friends in two months by becoming really interested in other people than you can in two years by trying to get other people interested in you. Which is just another way of saying that the way to make a friend is to be one.”

—Dale Carnegie

“When you’re interested, you’re interesting,” says Jill Spiegel, author of How to Talk to Anyone About Anything! Be open to what the other person has to say and ask intelligent questions moderately which would show that you are willing to know more about the other person.

Featured photo credit: Stephen Fry in V for Vendetta via mystery756.files.wordpress.com

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Casey Imafidon

Specialized in motivation and personal growth, providing advice to make readers fulfilled and spurred on to achieve all that they desire in life.

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Last Updated on September 30, 2019

How To Write Effective Meeting Minutes (with Examples)

How To Write Effective Meeting Minutes (with Examples)

Minutes are a written record of a board, company, or organizational meeting. Meeting minutes are considered a legal document, so when writing them, strive for clarity and consistency of tone.

Because minutes are a permanent record of the meeting, be sure to proofread them well before sending. It is a good idea to run them by a supervisor or seasoned attendee to make sure statements and information are accurately captured.

The best meeting minutes takers are careful listeners, quick typists, and are adequately familiar with the meeting topics and attendees. The note taker must have a firm enough grasp of the subject matter to be able to separate the important points from the noise in what can be long, drawn-out discussions. And, importantly, the note taker should not simultaneously lead and take notes. (If you’re ever asked to do so, decline.)

Following, are some step-by-step hints to effectively write meeting minutes:

1. Develop an Agenda

Work with the Chairperson or Board President to develop a detailed agenda.

Meetings occur for a reason, and the issues to be addressed and decided upon need to be listed to alert attendees. Work with the convener to draft an agenda that assigns times to each topic to keep the meeting moving and to make sure the group has enough time to consider all items.

The agenda will serve as your outline for the meeting minutes. Keep the minutes’ headings consistent with the agenda topics for continuity.

2. Follow a Template from Former Minutes Taken

If you are new to a Board or organization, and are writing minutes for the first time, ask to see the past meeting minutes so that you can maintain the same format.

Generally, the organization name or the name of the group that is meeting goes at the top: “Meeting of the Board of Directors of XYZ,” with the date on the next line. After the date, include both the time the meeting came to order and the time the meeting ended.

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Most groups who meet do so regularly, with set agenda items at each meeting. Some groups include a Next Steps heading at the end of the minutes that lists projects to follow up on and assigns responsibility.

A template from a former meeting will also help determine whether or not the group records if a quorum was met, and other items specific to the organization’s meeting minutes.

3. Record Attendance

On most boards, the Board Secretary is the person responsible for taking the meeting minutes. In organizational meetings, the minutes taker may be a project coordinator or assistant to a manager or CEO. She or he should arrive a few minutes before the meeting begins and pass around an attendance sheet with all members’ names and contact information.

Meeting attendees will need to check off their names and make edits to any changes in their information. This will help as both a back-up document of attendees and ensure that information goes out to the most up-to-date email addresses.

All attendees’ names should be listed directly below the meeting name and date, under a subheading that says “Present.” List first and last names of all attendees, along with title or affiliation, separated by a comma or semi-colon.

If a member of the Board could not attend the meeting, cite his or her name after the phrase: “Copied To:” There may be other designations in the participants’ list. For example, if several of the meeting attendees are members of the staff while everyone else is a volunteer, you may want to write (Staff) after each staff member.

As a general rule, attendees are listed alphabetically by their last names. However, in some organizations, it’s a best practice to list the leadership of the Board first. In that case, the President or Co-Presidents would be listed first, followed by the Vice President, followed by the Secretary, and then by the Treasurer. Then all other names of attendees would be alphabetized by last name.

It is also common practice to note if a participant joined the meeting via conference call. This can be indicated by writing: “By Phone” and listing the participants who called in.

4. Naming Convention

Generally, the first time someone speaks in the meeting will include his or her name and often the title.

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For example, “President of the XYZ Board, Roger McGowan, called the meeting to order.” The next time Roger McGowan speaks, though, you can simply refer to him as “Roger.” If there are two Rogers in the meeting, use an initial for their last names to separate the two. “Roger M. called for a vote. Roger T. abstained.”

5. What, and What Not, to Include

Depending on the nature of the meeting, it could last from one to several hours. The attendees will be asked to review and then approve the meeting minutes. Therefore, you don’t want the minutes to extend into a lengthy document.

Capturing everything that people say verbatim is not only unnecessary, but annoying to reviewers.

For each agenda item, you ultimately want to summarize only the relevant points of the discussion along with any decisions made. After the meeting, cull through your notes, making sure to edit out any circular or repetitive arguments and only leave in the relevant points made.

6. Maintain a Neutral Tone

Minutes are a legal document. They are used to establish an organization’s historical record of activity. It is essential to maintain an even, professional tone. Never put inflammatory language in the minutes, even if the language of the meeting becomes heated.

You want to record the gist of the discussion objectively, which means mentioning the key points covered without assigning blame. For example, “The staff addressed board members’ questions regarding the vendor’s professionalism.”

Picture a lawyer ten years down the road reading the minutes to find evidence of potential wrongdoing. You wouldn’t want an embellishment in the form of a colorful adverb or a quip to cloud any account of what took place. Here’s a list of neutral sounding words to get started with.

7. Record Votes

The primary purpose of minutes is to record any votes a board or organization takes. Solid record-keeping requires mentioning which participant makes a motion — and what the motion states verbatim — and which participant seconds the motion.

For example, “Vice President Cindy Jacobsen made a motion to dedicate 50 percent, or $50,000, of the proceeds from the ZZZ Foundation gift to the CCC scholarship fund. President Roger McGowan seconded the motion.”

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This vote tabulation should be expressed in neutral language as well. “The Board voted unanimously to amend the charter in the following way,” or “The decision to provide $1,000 to the tree-planting effort passed 4 to 1, with Board President McGowan opposing.”

Most Boards try to get a vote passed unanimously. Sometimes in order to help the Board attain a more cohesive outcome, a Board member may abstain from voting. “The motion passed 17 to 1 with one absension.”

8. Pare down Notes Post-Meeting

Following the meeting, read through your notes while all the discussions remain fresh in your mind, and make any needed revisions. Then, pare the meeting minutes down to their essentials, providing a brief account of the discussion that summarizes arguments made for and against a decision.

People often speak colloquially or in idioms, as in: “This isn’t even in the ballpark” or “You’re beginning to sound like a broken record.” While you may be tempted to keep the exact language in the minutes to add color, resist.

Additionally, if any presentations are part of the meeting, do not include information from the Powerpoint in the minutes. However, you will want to record the key points from the post-presentation discussion.

9. Proofread with Care

Make sure that you spelled all names correctly, inserted the correct date of the meeting, and that your minutes read clearly.

Spell out acronyms the first time they’re used. Remember that the notes may be reviewed by others for whom the acronyms are unfamiliar. Stay consistent in headings, punctuation, and formatting. The minutes should be polished and professional.

10. Distribute Broadly

Once approved, email minutes to the full board — not just the attendees — for review. Your minutes will help keep those who were absent apprised of important actions and decisions.

At the start of the next meeting, call for the approval of the minutes. Note any revisions. Try to work out the agreed-upon changes in the meeting, so that you don’t spend a huge amount of time on revisions.

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Ask for a motion to approve the minutes with the agreed-upon changes. Once an attendee offers a motion, ask for another person in the meeting to “second” the motion. They say, “All approved.” Always ask if there is anyone who does not approve. Assuming not, then say: “The minutes from our last meeting are approved once the agreed-upon changes have been made.”

11. File Meticulously

Since minutes are a legal document, take care when filing them. Make sure the file name of the document is consistent with the file names of previously filed minutes.

Occasionally, members of the organization may want to review past minutes. Know where the minutes are filed!

One Caveat

In this day and age of high technology, you may ask yourself: Wouldn’t it be simpler to record the meeting? This depends on the protocols of the organization, but probably not.

Be sure to ask what the rules are at the organization where you are taking minutes. Remember that the minutes are a record of what was done at the meeting, not what was said at the meeting.

The minutes reflect decisions not discussions. In spite of their name, “minutes,” the minutes are not a minute-by-minute transcript.

Bottom Line

Becoming an expert minutes-taker requires a keen ear, a willingness to learn, and some practice, but by following these tips you will soon become proficient.

Featured photo credit: Unsplash via unsplash.com

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