Here are some tips from the team behind India’s finest conference calling app!
Your manager calls you in before an important meeting and asks you take minutes for the meeting. You’re bound to be a bit anxious by this sudden responsibility, even more so if you’ve never kept minutes before!
Fear not though, as one of India’s leading audio conference call apps we have authority on the best practices for taking formal notes.
While taking meeting minutes is an important job, it doesn’t necessarily have to be a stressful one. The key to success is being meticulous and paying attention (which you should be doing in a meeting anyway!).
Before you start taking Meeting Minutes:
- Always be ready with your setup beforehand. Whether you are taking handwritten notes, taking notes on a computer, or using an audio recording device. Make sure you are prepared to avoid any unforeseen problems that may occur.
- Get to know the audience at the meeting, so you can correctly identify and attribute all information shared to the right person.
- If you’re on an audio conference call like the ones conducted on grptalk, check whether all participants are up to speed about you recording meeting minutes to avoid confusion.
What your meeting minutes should cover?
- A record of all the meeting attendees, timings, and most importantly the agenda for the said meeting.
- Once the meeting begins, you will need to record all important conversation (exclude side chats, pleasantries and jokes).
- Finally, you can end the meeting minutes with an outline of new business and unfinished business, which will form the basis of the agenda for future meetings.
While and after you take meeting minutes:
- To prepare the perfect document, you need to be precise with your information. Use your own judgement/discretion to decide what to include and what to avoid in the final draft.
- Pay careful attention to proceedings, as the room will depend on your notes to revisit the particulars once the meeting is over.
- If you have recorded the meeting you can always revisit the call conference recording in order to help you with your transcribing.
- Audio conferencing apps like grptalk have an automatic call recording feature to make life simple!
- Once you have edited your documents and finalized the draft; send it across to all attendees as soon as possible. Don’t forget to include a summary!
So there you have it; a comprehensive guide on how to take meeting minutes! Do you think we missed anything? Do you prefer attending meetings in person or having meetings over audio conferences? Comment and let us know below.
In case you are looking for an affordable conference calling plan, feel free to get in touch with Vasu on +91-703-220-6149.