To write these types of notes, it is best to have different color pens or highlighters. This way, items that are especially important can be circled or highlighted to bring attention to them when the notes are being reviewed. Information such as deadlines or phone numbers are easier to keep track of amidst the vast amount of information gathered this way if there is some way to single them out. Another great method is to record the meeting with a digital audio recorder and then write comprehensive notes while listening back.
To create a mind map, it is best to obtain a copy of the agenda prior to the meeting. Then list any topics of the meeting on the center of a piece of paper. Each topic should have its own page to allow enough room to branch out as necessary. Once the meeting begins, draw lines out to the ideas and points that are connected to each topic. They can be surrounded by a circle or square or any other shape. From these, more lines can connect to other ideas or information. No specific order needs to be followed as this is a free flowing and instinctive way of taking notes.
After the meeting, the information bubbles can be arranged into a more linear form if needed. Even though this theory was developed over years ago, it still holds true.
Ebbinghaus found that when learning is reinforced by reviewing the new information, recall improves. Meeting notes also help ensure everyone leaves with a clear understanding of how to move forward. Or rather, you think you decided. But in reality, your team walked away with different conclusions from your conversation.
Plus, it provides a log to refer back to when similar issues arise in the future. These notes will act as the source of truth. For example, if two conflicting points are said, the note-taker should establish which is true before writing it down. Instead, use the items on the agenda to help guide your notes. Under each agenda item, summarize what you discussed and lay out next steps for that particular topic. A good meeting agenda is the foundation of great meeting notes. Both are key to an effective meeting!
Assigning next steps during each meeting is key to meeting follow-through. The less ambiguity you have in your meeting notes, the better! Pro tip: With Hypercontext you can assign next steps during your meeting so that participants get notifications when they have an upcoming deliverable.
Using your agenda as a starting point, develop a structure for how you want to take your meeting notes or minutes in advance. For example, start with a summary of the discussion, followed by a list of next steps and action items. While only one person should take meeting notes, everyone should be able to access them. After all, the whole point is to get everyone on the same page about what was discussed and what comes next.
There are so many tools available to help take and share meeting notes that go a step beyond the good old pen and paper. Meeting minutes become part of a company's official record, so they should be formatted the same each time. This not only creates a more cohesive look but also makes it easier to find things in different minutes.
Minutes don't need to include everything, but they should be detailed enough to be of use in the future. All meeting minutes should include basic information , such as:. Notes are different from minutes because they aren't added to the official record. Notes written by an individual during the meeting can include comments made by other people during the meeting.
In some cases, confidential or sensitive information is included in the notes, but it is not part of the minutes. The secretary in charge of taking the minutes during the meeting is often also in charge of distributing the minutes afterwards.
Before they can be circulated, the minutes need to be approved by the chair of the board of directors. The minutes should be transcribed from the recording of the meeting and any notes that were taken. The written notes should then be sent to everyone on the distribution list and entered into the company's official record. Minutes can also be given to any shareholders who request a copy.
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