Whether you hold a meeting in person or online, it’s easy to forget items discussed with the deluge of information that’s usually presented. Fortunately, taking meeting minutes is an excellent way to increase productivity and generate a precise record for later use as a reference point.
On platforms like MS Teams, minute-taking is no longer done manually but through software such as Convene in Teams (CiT). Even with this convenient method, there are some essential rules to follow to ensure the resulting record is as accurate, reliable, and as informative as possible. Take a look at some valuable tips for minute-taking below.
6 Tips for Taking Effective Meeting Minutes
1. Prepare the Meeting Topics
Successful minute-taking starts long before the meeting itself has begun. First, refer to the meeting agenda to get a clear understanding of the topics to be discussed. This will prepare you to anticipate likely comments and contributions and to prepare concise responses. Furthermore, a strong grasp of the meeting topics will reduce the risk of wasting time or introducing confusion in the written record.
2. Create a Minute-Taking Template
If you regularly host or administer meetings, you can save a lot of valuable time and minimize mistakes by using a standardized meeting minute template. A consistent format will enable readers to quickly identify information according to subject, nature, or urgency. Additionally, minute-takers can fill in basic information before a meeting convenes. Create a template by listing essential points of information to include, then refine the format through practice runs and use in actual meetings.
3. Record Discussions and Action Items
One of the effective tips for minute-taking is to make note of every comment, contribution, decision, and action item created, as well as the names of speakers and those assigned tasks. This is also a good time to write down deadlines, associated tasks, and previously completed assignments related to new ones.
4. Be Assertive
It’s important to speak up and ask for clarification as soon as something is mentioned that you don’t understand. This is particularly important for the person taking meeting minutes, since being confused while recording notes can lead to later uncertainty and errors. Clearing up matters will ensure that the final record is as valuable and understandable to everyone involved as possible.
5. Write Clear, Brief Notes
Notes taken during a meeting aren’t the final record as they’ll be later refined into a more legible, precise document. For that reason, it’s wise to take short meeting minutes containing only as much detail as necessary to avoid confusion later on. Action items and important announcements, for example, should take precedence over personal comments or side conversations.
6. Finalize Meeting Minutes As Quickly As Possible
As soon as possible after a meeting has concluded, edit the meeting minutes into a clear, comprehensible final document while your memory is still fresh. It’s possible to forget what was discussed even with precise shorthand notes, so confirm with the meeting chair or administrator that your notes reflect an accurate record of the event. Prepare them for distribution immediately afterward.
Simplified and Efficient Minute-Taking with CiT
MS Teams offers a built-in minute-taking function through the “Meeting Notes” tab. As useful as this function is, like many features in Teams, its capabilities can be significantly enhanced through the use of a meeting management platform like CiT. Here’s how:
- One drawback of Teams’ design is that it’s necessary to keep two windows open when taking meeting minutes and sharing a video feed with other participants. It can be difficult for minute-takers to continually switch back and forth between windows while concentrating on recording notes. With CiT, it’s possible to avoid this inconvenience by working on a single, all-inclusive screen. Participants and minute-takers don’t have to remove themselves from discussions or risk missing critically important remarks.
- With CiT’s live minute-taking feature, participants can engage fully in meetings and finalize the details of the transcript afterward.
- Any notes generated over the course of a meeting can be reviewed as a single comprehensive document ready for editing and distribution.
- To make life even easier, Convene in Teams offers built-in templates for easy recording.
CiT: The Ultimate Tool for Meeting Minutes in Teams
Before, during, and after a meeting, the most effective way to maximize your team’s efforts is by taking concise minutes as quickly and accurately as possible. CiT makes this process simpler, smoother, and less error-prone through a range of valuable features. These include live minute-taking, a built-in template for meeting minutes, and a single collaborative canvas of meeting documents record and display notes among meeting participants.
Elevate your minute-taking process to the next level. Explore the many features Convene in Teams offers for concise and effective minute-taking.
Audrey is a Content Marketing Specialist at Convene, in charge of managing the production of quality content on the company’s website. A communication major keen on marketing, Audrey has been constantly seeking approaches to create tailored content—may it be about governance, digitalization, boards, or meetings—fit for the stakeholders. When not strategizing on the next ebook to produce, Audrey finds solitude in reading make-you-ugly-cry novels and listening to self-improvement podcasts.
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