How Managers Can Encourage Knowledge Sharing Within The Team
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Learn how to record minutes efficiently, why it’s important, and best practices to follow in this guide.
Ask any note-taker and they’ll tell you minute-taking is a tedious task they must “get through.” Identifying important snippets of information exchanged in the meeting room and summarizing them isn’t the most interesting task in the world.
Meeting minutes are important, though.
Meeting minutes are useful for keeping track of what was said in a meeting, action items, and decisions made during the meeting. That’s why minute meetings are mission-critical.
In this article, we embolden you to record meeting minutes more confidently. We’ll give you a meeting template and best practices to follow so you never have to feel intimidated when recording meeting minutes.
Meeting minutes are notes that summarize a meeting such as key decisions taken in a meeting and a suggested course of action to address a problem. Contrary to its literal meaning, meeting minutes shouldn’t include every minute of the meeting. They should only include crucial details that capture the essence of the meeting. Meeting minutes are a valuable resource that give interested parties an overview of the meeting, especially people who weren’t able to attend the meeting in person.
It’s a document you can use as a reference to hold management accountable for action items and help establish facts when your company is in legal trouble.
The effort you put into minute-taking isn't in vain. Recording meeting minutes can offer several benefits to your company, such as:
It’s easy to feel that every comment thrown around during the meeting belongs in the minutes. Instead of focusing on redundant information, you want to include information that will give future minutes readers a summary of the meeting. For instance, you can skip any discussion outside the original agenda while recording the minutes.
Instead of using a checklist of things to include in minute meetings, create a template for each meeting type. Add placeholders for every detail you need to include in the minutes. The following is an example of a meeting minutes template that you can use the next time you need to record meeting minutes:
Date
04-01-2022
Members in attendance:
Members not in attendance:
Call to order
The meeting for restrategizing ABC product’s marketing strategy began at 10:00 a.m. with Alfred Moore in charge.
Agenda Item #1
Adjournment
The meeting ended at 11:30 a.m..
Next meeting
07-01-2022
Creating a template can provide a standardized format for meeting minutes and minimize the chances of overlooking important information. Instead of spending time formatting and editing, use Assembly for your Meeting Notes.
Old-school techniques are inefficient. Why spend all that time formatting a meeting minutes template when there’s an easier way?
Using a tool like Assembly that allows quickly creating customizable workflows can save you plenty of time.
Creating meeting minutes is a quick three-step process with Assembly:
Learn the complete process of building a flow from an Assembly template:
Meeting minutes are helpful for any team or organization. Here are the best practices you should follow:
You should study the agenda a few days before the meeting. This way, you can create an outline for the meeting minutes based on the agenda.
The outline will help you focus on the conversation and allow members to proceed at their normal pace, without having to wait for the minute-taker to catch up.
Designated someone new for recording minutes? They may use a different format than the person who usually records minutes.
Avoid this by establishing a standard company-wise template for meeting minutes for all types of meetings.
You might need to summarize arguments or debates in the meeting minutes. Since the secretary is also a voting member, there’s a small chance of bias creeping into the meeting minutes.
Make sure you don’t pass judgments or make any suggestions. Read the minutes the following day to ensure everything is objective.
Where necessary, have a third-party read the minutes, but make sure it’s someone not privy to the confidential information.
You should aim for brevity when recording meeting minutes, but not at the expense of essential details. Here’s what should definitely include:
You should aim to hit the sweet spot with details—keep it brief, but be specific enough to give stakeholders the context to make decisions.
Once you’ve finished recording meeting minutes, proofread. Ensure everything’s as per the standard format.
If you need to make any additions, now’s the time. When everything looks good, distribute the meeting minutes to the attendees.
Recording meeting minutes doesn’t need to be a stressful job. You can make minutes-taking less stressful with a template that outlines the details you need to include. You’ll find recording minutes even easier when using a modern solution like Assembly. There’s much more that Assembly offers, though.
Assembly is a comprehensive employee engagement platform with the ability to create collaborative workflows. Sign up for a free account and try Assembly yourself.
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