In every organization, there are rules and regulations. Each organization sets its rules and regulations to suit the company, and anyone who wants to work in such an organization must adhere to the rules strictly or get fired.
In the same way, rules and regulations govern every meeting, and most of these regulations lie in the minutes of the meeting. Therefore, effective meeting minutes taking is the one that follows these rules.
Taking minutes of a meeting is very important in an organization or such a formal and important gathering where important issues are discussed. Meeting minutes keep a record of everything that is discussed and done in a meeting, including any decision made or action taken.
Hence, for meeting minutes to be accurate, some Dos and Don’ts must be put into higher consideration while taking the minute.
So, the next time you attend a meeting, ensure you observe the following “Dos and Don’ts”.
Dos and Don’ts of Meeting Minutes Taking
The Dos of Meeting Minutes Taking:
- The date, time, location and type of meeting are the first to be written. These are very important.
- Take a record of all motions and where there is a vote. Document the number as well as the outcome of votes.
- Record contributions and issues raised in the meeting, logically and sequentially.
- The agenda is a guide to what is to be done and discussed in the meeting. Make use of it.
- Write out the names of the attendees.
- Note the contributions with the names of the contributors.
- Record proceedings as they were without judging anyone or point made.
- Write the minutes as soon as possible to avoid the misrepresentation of facts. Do it when the details are still fresh in the memory.
The Don’ts of Meeting Minutes Taking:
- Record only the salient and important points. Do not note down all the details.
- Do not hesitate to ask for clarification when points made are ambiguous or not well heard/understood.
- Avoid putting your personal opinion while taking the minute.
- Ignore unnecessary points of criticism or arguments.
- Do not fabricate or substitute names for nicknames. Ask the name of the contributor, if not known.
- Avoid expressing a form of personal judgment on any point made by anyone.
- Do not take long before making a full and detailed minute from your draft.
- Do not destroy your draft until the detailed minute is accepted and approved.
The minutes serve as a reminder and a guide towards ensuring that all that was discussed in the meeting is achieved within the time stipulated. It also helps in keeping track of the progress made and helps to build upon what has been achieved.
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