Facilitating a symposium or large meeting requires thoughtful planning and execution to ensure that participants are engaged and the event achieves its objectives. However, even the most well-run gathering can lose its impact if discussions are not translated into clear, actionable next steps. Successful meetings rely on both strong facilitation and well-documented action items.  Set Clear Objectives  Start…

AI-powered tools for meeting minutes are everywhere. They promise fast transcription, automated summaries, and instant action items. These are often at a low or no upfront cost. Marketed as productivity boosters, tools like Otter.ai, Fireflies.ai, Zoom AI Companion, and Fathom can truly reduce administrative effort.  However, efficiency alone does not equal accuracy, professionalism, or discretion. When it comes to official…

Time spent in meetings can sometimes feel wasted if it is not managed well. Fortunately, there are several strategies that help ensure meetings run efficiently and effectively. Creating clear time references in the agenda, assigning a timekeeper, and minimizing disturbances all go a long way toward keeping meetings on track. Because so much time is…

In legal or disciplinary meetings, meeting minutes play a critical role beyond just general documentation. These meetings often involve sensitive topics, employment decisions, or potential legal consequences, which means the accuracy of the written record matters a lot. Minutes serve as an official account of what occurred, what was discussed, and what decisions were made. In some cases, they…

Meeting minutes are more than a recap of what happened. They are a formal record of accountability, decisions, and next steps. When written clearly and consistently, minutes help teams stay aligned, protect organizations legally, and ensure follow-through after meetings end. This step-by-step guide brings together best practices for what to include, how to write efficiently,…

AI tools have become incredibly useful for streamlining routine administrative tasks, and meeting minutes are no exception. Platforms like Otter.ai, Fireflies.ai, Zoom AI Companion, and Fathom can help capture conversations and summarize key points. But, it’s important to understand that AI should support, not replace, the human minute taker. Even the best tools can miss…

Having a template for your meeting minutes helps make everything easier. A ready-to-use template saves time on formatting and allows the minute taker to focus on what is happening in the meeting rather than trying to listen and organize the document at the same time. Templates also provide a consistent structure, helping to keep the…

Recording meetings for the purpose of minute-taking has become more common in recent years. As virtual and hybrid meetings have grown, so has the use of tools like Zoom or Microsoft Teams to capture entire discussions. While recordings can make it easier for minute takers to stay accurate and for teams to stay informed, there are also…

There are several items worth including in meeting minutes. Keeping them organized and consistent helps ensure that meetings remain productive and accountable. Below are some common questions about what belongs in meeting minutes and how to record them clearly.  What information should always be included in meeting minutes? Meeting minutes should include the meeting date, time, and location; a list of attendees and absentees;…

Confidentiality is one of the most important responsibilities a minute taker has. Meeting minutes often contain sensitive details about company operations, finances, personnel, or future plans. Protecting this information is not only professional but also helps build trust between the minute taker, the board, and the company. Everyone involved in the meeting should understand what…

Writing with speed and accuracy is essential for minute takers to do their job effectively. The good news is that a minute taker does not need to write meeting minutes verbatim. “Verbatim” is inherently a word-for-word transcription of everything said during the meeting. That practice is time-consuming and unnecessary for a document that is meant…

Building a reliable reputation as a minute taker is extremely important. It helps maintain client longevity and fosters trust between the client and the company. A reputation for accuracy, professionalism, and consistency can distinguish one minute taker from another, ensuring repeat business and positive referrals. There are several key habits that help build this reputation,…

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…

In today’s workplace, meetings have become a central feature of professional life. Since the pandemic, employees have reported attending more meetings than ever before, particularly in virtual and hybrid environments. While meetings are often necessary for collaboration, they can also contribute to stress and reduced productivity. In a recent survey, the number of meetings per…

Action items are among the most critical outcomes of a meeting. Without them, discussions risk losing direction and failing to create meaningful impact within the organization. An action item is more than just a note! It is a clearly defined task that specifies four key elements: what needs to be done, who is responsible, when…

In today’s professional environment, business meetings are essential spaces for collaboration, decision-making, and progress. However, even in structured settings, biases—both conscious and unconscious—can subtly influence outcomes. Left unchecked, these biases may hinder fair decision-making, create unnecessary conflict, or diminish inclusivity within the workplace. While it is impossible to remove all forms of bias entirely, steps…

Time spent in meetings can sometimes feel wasted if it isn’t managed well. Fortunately, there are several strategies to help ensure meetings run efficiently and effectively. Creating clear time references in the agenda, assigning a timekeeper, and minimizing disturbances all go a long way toward keeping meetings on track. Start and End on Time Starting…

Organized meeting minutes provide a multitude of benefits to organizations. The purpose of minutes is to document decisions made, key takeaways, future tasks, and the people responsible for completing those tasks. If these items are not organized in a clear and concise manner, there is a risk of confusion later on. Importance of Concise MinutesClear,…

Maintaining confidentiality and trust is one of the most important aspects of minute-taking. Minutes are not just notes; they are a legal record of what happens in a meeting. Why Confidentiality Matters There are many reasons why meetings may need to remain confidential. From a legal perspective, organizations can face fines and penalties if sensitive…

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…