Getting minute-taking right is a skill we all know can make or break a meeting’s success. As Executive Assistants, we’re often the ones behind the scenes, ensuring the details are captured and the action points are crystal clear. In this article, we’ll explore how to get minute-taking right every time, sharing tips, tools, and encouragement to make the process smoother. Whether you’re a seasoned pro or tackling minutes for the first time, this is for you.
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Let’s start with the basics of getting minute-taking right: always include the date, time, location, and a list of attendees. Don’t forget to note the details of the next meeting—it’s a small thing that makes a big difference. The trick is to avoid getting bogged down in transcribing every word. Focus instead on capturing the heart of the discussion.
If you’re working with virtual meetings on platforms like Zoom or Teams, take advantage of their recording features. Knowing you have a recording to fall back on can take the pressure off and let you focus on being present.
Have a solid template ready before the meeting. When you’ve got a structure in place, it’s like having a safety net—it helps you stay on track and reduces the fear of missing something.
When it comes to proposals and motions, getting minute-taking right means capturing the exact wording. It’s non-negotiable for accuracy and ensures there’s no room for misinterpretation later.
Tools like Otter.ai or Notion are game-changers. They can transcribe conversations in real time, giving you a backup to refer to when you’re polishing up your minutes.
If you’re unsure of the wording, don’t hesitate to ask the Chair or presenter to repeat it. It’s better to ask in the moment than guess later—we’ve all been there, and no one minds clarifying.
One of the most important parts of getting minute-taking right is documenting action points clearly. Who’s responsible? What’s the deadline? What follow-up is needed? Getting this right ensures accountability and keeps things moving.
After the meeting, consider transferring action points into project management tools like Trello or Asana. It’s a great way to keep track of tasks and ensure nothing falls through the cracks.
Develop a shorthand for noting actions during the meeting—names, dates, and keywords are all you need to get started. You can flesh it out later when writing the minutes.
Here’s a pro tip for getting minute-taking right: always think about who’s going to read the minutes. Tailor the level of detail to what they need—some people want every nuance, while others prefer just the highlights.
Use collaborative platforms like Google Docs to share drafts and gather feedback from stakeholders. It’s an easy way to make sure your minutes hit the right tone.
If you’re not sure what level of detail is expected, ask! A quick chat with the Chair or team beforehand can save you time and guesswork.
Minutes aren’t just a recap—they’re a tool for driving action. To get minute-taking right, include everything someone not in the room might need to know to contribute or make decisions.
Use Slack or Teams to distribute minutes and make it easy for people to find the information they need quickly.
End your minutes with a brief summary of the key takeaways and next steps. It helps reinforce clarity and shows you’ve got a handle on what’s important.
When you’re getting minute-taking right, it’s about more than just what happened in the meeting. You also need to know who will see the minutes and any policies or legal requirements for record-keeping.
Use systems like SharePoint or Dropbox for secure storage and easy retrieval, especially for compliance-heavy minutes like board meetings.
If policies feel unclear, don’t hesitate to ask your compliance team or HR. It’s part of being thorough, and no one expects you to know everything off the bat.
Looking at past minutes can be a goldmine of insight. You’ll see what worked, what didn’t, and where you can improve. When getting minute-taking right, it’s all about building on what’s been done before.
Use tools like Evernote or Confluence to organize and review past minutes efficiently. Consistency is key, and these tools can help you maintain it.
Take notes on what you liked or would change about previous minutes. Use that knowledge to make your next set even better.
Timeliness is everything when getting minute-taking right. Write up the minutes as soon as possible after the meeting. If necessary, have the Chair review them before they’re distributed. For formal meetings, be sure to check if signatures are needed.
Set reminders in tools like Asana to follow up on minutes and track deadlines for distribution. Block out time in your calendar after the meeting to write the minutes. Having a dedicated time slot means it won’t get lost in the shuffle.
Getting minute-taking right isn’t just about taking notes—it’s about creating a resource that drives action, keeps everyone informed, and makes your Executive’s life easier. By using the right tools, staying confident, and leaning on your own experience, you can master this skill and elevate your role.
We’re all in this together, so if you’re looking to take things even further, consider joining our Effective Meeting Online Course. It’s packed with strategies, templates, and tips to help you become a pro at running and documenting meetings. Let’s keep growing and supporting each other—one perfectly crafted set of minutes at a time!
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