Minute-taking is a task that requires a variety of skills, most of which are not highly technical. Good minute-takers must be active listeners, clear note-takers, and effective summarizers. The objective is to provide a concise summary of the main points of a meeting: the key issues discussed and decisions made. Obvious skills needed are active listening and clear note-taking. However, other skills are needed as well. These other skills are just as important.

What is active listening?

Active listening involves more than just hearing what is said. It means observing facial expressions and tone of voice to understand not only the words, but also the speaker’s intent. This skill helps the minute-taker stay focused and fully engaged in their role.

What is clear note-taking?

Clear note-taking is equally important. A minute-taker must be able to identify and record the critical information being shared. Without organized and accurate notes, producing a final draft becomes difficult. Using a customizable template can also help minute-takers be more consistent and concise. Summarization plays a key role here—distilling a large amount of information into a few clear points is essential.

What are other soft skills that are just as important?

Other important soft skills include flexibility, confidentiality, attention to detail, and time management.

Flexibility is crucial when meetings take unexpected turns. Minute-takers must remain calm and continue their work, even during interruptions. Unexpected events can occur at any time, and parts of the meeting may run longer than expected.

Confidentiality is essential, as meetings often involve sensitive or private discussions. Maintaining confidentiality also helps build trust and positive relationships between the minute-taker and the meeting participants.

Attention to detail ensures accuracy in spelling names, recording decisions, and listing action items. Misspelled names or incorrect action points can lead to confusion later on.

Time management supports every stage of the process—from arriving or logging in on time, to writing, reviewing, and finalizing notes promptly. Strong time management also helps build reliability and trust between the minute-taker and the team they support.

Now, what about hybrid and virtual meetings?

Today, meetings are no longer just held in person. Hybrid and online meetings are now the norm. Internet connectivity issues, audio lags, participants talking over one another, and microphone glitches are all common challenges in virtual settings. So, how do minute-takers stay on top of these issues?

Being observant—especially of body language and verbal cues—can help a minute-taker identify who is speaking and who is preparing to speak. It’s also good practice for minute-takers (and all participants) to join virtual meetings a few minutes early to test technology and troubleshoot any issues before the meeting begins.

To conclude, minute-takers are more than just note-takers—they are attentive professionals who help create an accurate, impartial record of a meeting’s outcomes. With practice, anyone can build the soft skills required for this role and contribute to more organized and productive meetings.

In many ways, minute-takers provide the clarity that helps teams follow through on their goals—making their work a quiet but essential part of every organization’s success.

References

Kawarsky, D. (2024, January 8). How to take minutes in a meeting: Improve minute taking skills. The Soft Skills Group. https://www.tssg.ca/improve-minute-taking-skills/

Taylor, E. (2025, February 8). Effective minute taking skills. The Knowledge Academy. https://www.theknowledgeacademy.com/blog/minute-taking-skills/