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If you're tasked with taking meeting minutes, then you know that writing down everything that happens is not simple. On the one hand, you have to be as comprehensive as possible by selecting the most important ideas. But at the same time, you have to be frank and selective as well as the minutes of the meeting document has to be short and sweet. After all, it's supposed to be a summary!
In spite of this difficulty, improving yourself when it comes to this task of summarizing the events of a meeting can be easily developed. Simple and easy guidelines will enable you to make a good document, even if it's your first time or if you have been used to this task already. Taking meeting minutes becomes faster and better once these tips are considered and applied:
First, you should type statements through bullet points or numbers instead of crafting an essay. People read better when sentences are presented simply but not simplistically. This means that it's better to group related ideas in an outline form, with sub themes underneath the main ideas, to get the issues across. Rather than risk boring your readers and allowing ideas to overlap with each other through an essay-like report, outlining is a better option.
Second, you must organize the ideas thematically. Taking meeting minutes does not mean you have to jot down everything chronologically. More often than not, participants provide new ideas or insights even after a particular topic has been finished already. When making a minutes of the meeting document, be alert and schematize the ideas according to the content. This will enable readers to appreciate the way the insights have been developed better.
Third, you may find it better to use acronyms when familiar. If the meeting involves people who are into the same kind of business or project, they will most probably understand the acronyms used. To shorten your outline, consider applying these acronyms on commonly exchanged names or organizations. To be sure that everyone understands, you can just include the meaning of these acronyms at the very end, so that these do not compete with the space for your summary.
Fourth, learn to italicize, underline, or use bold font to stress important insights. The good thing about email and word documents is that they allow you to push your ideas creatively. People respond better to aesthetically organized documents, so consider using different techniques that will make your minutes of the meeting document palatable to readers.
Fifth, take the time to proofread your summary before sending to everyone. Do not forget to re-read and edit the summary well so as to ensure the clarity of the message. You may even ask a participant to read it for you and give his or her response to the kind of document you were able to beef up. If he or she gives the go signal, then it is also highly probable that the other readers will appreciate your work.
About this Author
Leon van der Walt has served on various committees and has come to appreciate the skill of taking meeting minutes accurately and wants to encourage others to learn this skill as well.
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