The next level up for great minute takers is taking in tone, odd comments, banter, everything. Why? Because for many meetings, all these components are important for the executive you work for. All these ‘parts’ tell a story. While your executive is focused on delivering the message, presentation or agenda, you are their second right hand- keen observer and minute taker. These notes are not included for the distributed minutes and action points but assist if needed for post analysis. It’s not as easy as it first sounds, but a crucial skill to master and will take a bit of practice.

Why do minutes matter?

Minutes are a key part of any meeting where next steps and future plans are made. A well written set of minutes ensures:

·     Clarity. Everyone in attendance knows what was decided.

·     Accountability. All actions are tracked and assigned to relevant people.

·     Efficiency. There is not a repeat of conversations from previous meetings as everything is in writing and there is a record of progress.

·     Trust. Stakeholders in attendance can rely on accurate, impartial reporting.

Poorly done or incomplete minutes create confusion, wasted time and frustration. Done well they demonstrate your professionalism and strategic value to the organisation and critically reflect on the professionalism of the executive you support.

Preparing before the meeting

To excel, the best minutes start before the meeting even begins!

·     Know the agenda. This helps you understand the key topics and anticipate points before they arise.

·     Know the attendees. If you can recognise who is who you will be able to accurately capture contributions from all parties.

·     Have a template. This will capture the key information such as date, attendees, agenda items, decisions and actions.

·     Understand acronyms. Or at least, be aware of them.

·     Ask expectations. When minuting for a large group, ask their preference. Some will prefer a detailed summary, others a bullet pointed action list, if you ask in advance you can prepare accordingly.

During the meeting

Taking minutes doesn’t mean writing down every word, it is about filtering what is being said for relevance.

·     Capture decisions, not debates. Focus on the outcomes of each discussion not the entirety of what is debated!

·     Note ownership. Clearly record who each action item has been assigned to and the associated deadlines.

·     Use shorthand. During the meeting your notes do not have to be perfect. As long as you can follow them, you can tidy them up for others later!

·     Stay neutral. Avoid any personal interpretations, minutes are always factual and impartial.

After the meeting

This is where the real value comes, we suggest:

·     Write them up quickly. This ensures the discussion is fresh in your mind.

·     Be concise. Use plain language, bullet points and short sentences for readability.

·      Highlight actions clearly. We would suggest a separate actions section but if you prefer or are asked to include in the main minutes, ensure they are highlighted or underlined so easily visible. 

·     Circulate promptly. Normally this would be within 24-48 hours to maintain momentum.

Common pitfalls

Taking minutes is a skill and one that takes practice. Over detailing is the most common mistake. Minutes are not a transcript and if you add too much detail the key points get lost. It is crucial you don’t miss ownership of tasks or comments. If names and deadlines are missing, things won’t get followed up on! Finally, never show any bias in minutes, they should always be objective and professional.

Support tools

In our August edition we spoke about AI for Assistants and taking minutes is a perfect example of where AI could potentially help streamline a task BUT where human input is still crucial. Tools such as Otter.ai or Fireflies.ai are good transcription tools to cross reference with your notes. Notion or OneNote can be used for templates and creating searchable minutes. Finally, Trello or Asana can help convert action items to trackable tasks for accountability.

Summary

Minute taking is more than a clerical task; it is a leadership tool. If you can transform discussions into clear actions, you can drive accountability and ensure progress long after the meeting ends.