After the COVID-19 pandemic, meetings that were once held in person began taking place remotely. Many companies transitioned from in-person to remote work, yet they still needed to hold meetings to remain productive and on track. It’s also important to note that some organizations have always operated remotely, so the pandemic didn’t affect them in the same way.
Even after COVID-19 restrictions eased, many companies continued to hold remote meetings because they were easier to schedule, created fewer conflicts, or simply fit their workflow better. Others adopted hybrid meetings, where some participants join remotely from home while others attend from an office.
So, how does one take minutes for hybrid or remote meetings? The process is largely similar to in-person meetings. There’s still an agenda to follow, participants typically speak in turn, and the meeting still adjourns at a set time. The key difference lies in the platform.
Instead of meeting face-to-face, participants use online platforms such as Zoom, Webex, or Microsoft Teams. These platforms often include a unique chat feature that allows participants to type comments during the meeting. This is something not available in traditional, in-person settings.
For the minute taker, this means paying attention to both spoken and written communication. This means keeping track of who’s speaking on screen and who’s contributing in the chat. Fortunately, there are also several advantages. In remote meetings, it’s often easier to identify who’s speaking, since platforms highlight the active speaker. This can make it simpler for the minute taker to attribute comments accurately.
Additionally, several AI tools can assist with creating accurate minutes. Since remote meetings can involve many simultaneous conversations or screen activities, it can be challenging to capture every detail in real time. Tools like Otter.ai can transcribe meetings verbatim, helping minute takers review and clarify details afterward.
However, it’s important to note that these tools are not replacements for human minute-taking. The transcriptions Otter.ai produces are not always accurate and should not be relied upon as legal documents. They are best used as supplementary resources to help confirm what was said and when.
Another benefit of remote meetings is the ability to record sessions. Most platforms allow recordings, which can be valuable for both the minute taker and attendees to revisit key discussion points or verify decisions.
In conclusion, minute-taking for remote meetings is not all that different from in-person meetings but comes with unique benefits and challenges. Features such as video recording and AI transcription tools can help keep the minute taker organized and accurate. However, they cannot replace the careful judgment and attention to detail that human minute takers provide.
Reference
Scharf, R. (2022, May 24). Taking minutes in virtual and hybrid meetings. Executive Support Magazine. https://executivesupportmagazine.com/taking-minutes-in-virtual-and-hybrid-meetings/#:~:text=As%20the%20minute%2Dtaker%2C%20you,piece%20of%20information%20with%20everyone.