Have you ever been asked to take the minutes of a meeting and then started to worry about missing the important points when taking minutes. Don’t worry, this is always the first question I get when I start to run my Minute Taking Training Course.
The first misconception of taking minutes of a meeting is that the entire responsibiliyt rests with the minute taker. This is just not the case. The Minute taker is the first line of defence when taking mintues, but then the chiar is there to check the minutes are a true and accurate representation of the disucssion of the meeting. Finally the delegates of the meeting also agree and check the mintues. All of these people form part of a team, the meeting team.
Missing the important points when taking minutes?
So please, if you are the minute taker and worry about missing the important points in a meeting don’t. Here are my Tips for Preparing for a Meeting so that you won’t miss anything.
Tip One – missing the important points when taking minutes?
Read the last three months (or if a weekly meeting read the last 6 copies) of meetings. This is to that you can get an understanding of the language used, the projects underway and the topics you will be reporting on.
Tip Two – missing the important points when taking minutes
Meet with the Chair 10-15 minutes before the meeting to discuss any items on the agenda
Tip Three – missing the important ponts when taking minutes
Sit to the left of the Chair, unless the Chair is left handed then sit on the left. You, as the minute taker are there to support the Chair and you can only do this if you can discuss any issues that may arise during the meeting.
Tip Four- missing the important points when taking minutes
Take a bottle of water into the meeting with you, you need to stay hydrated and alert.
Tip Five – missing the important points when taking minutes
Take some boiled sweets or fruit with you so that you can keep your sugar levels up. Remember when taking the minutes of a meeting for 1 hour it is the same as taking a 3 hour A level maths exam.
Tip Six- missing the important points when taking minutes
Practice your listening skills especially Active Listening.
Tip Seven – missing the important points when taking minutes
Practice your Critically thinking processes.
Good luck and try and enjoy the process of taking minutes of a meeting. Remember you are your companies Historian, you are a paid voyeur.
