Adequate preparation is key to setting a minute-taker up for success at a meeting. Clear communication throughout the process, providing the agenda in a timely manner, and maintaining a consistent template all contribute to quality results.

Before the Meeting: Preparation Is Key

Before the meeting, it is important to directly share the meeting’s objectives and agenda with the minute-taker. This information provides a framework for how the meeting will proceed. This also helps attendees follow along with the overall process.

If the minute-taker does not receive the agenda until shortly before the meeting, they may not be able to structure their notes effectively or capture action items and motions as efficiently.

Every organization has its own preferred format for meeting minutes. Since minutes help organizations function, it is important that they are organized well. Providing previous meeting minutes to use as an example is always helpful.

If the minute-taker does not receive a template on which to base the format, they may have to create one themselves. This might not align with the organization’s needs.

It is also important to inform the minute-taker of any meeting time or location changes as soon as possible. Sometimes the minute-taker is part of the organization, while other times they may be an outside guest.

If they are not informed of last-minute changes in location or scheduling, they could miss the meeting entirely by arriving late or going to the wrong place.

During the Meeting: What Organizations Can Provide to Minute-Takers

During the meeting, conversations can vary in speed, and most often the minute-taker listens more than they write at first. If board members speak too quickly or are difficult to understand, the minute-taker might need to ask for clarification. Although rarely necessary, organizations should ensure that the meeting environment allows the minute-taker to ask clarifying questions when needed.

After the Meeting: Follow-Up, Feedback, and Confidentiality

After the meeting, it is important for the minute-taker to have follow-up conversations with the organization. This is when they can receive feedback and understand what to improve. Name misspellings, incorrect dates, and other errors can be corrected at this stage. This prevents issues later on when the previous minutes are typically approved or amended at the next meeting.

Timelines are also essential to ensure success. Clear communication about when draft minutes are due for approval is important. If the minute-taker is not informed of deadlines, they may not provide the minutes at a time that is convenient for the organization.

Security is another key factor. To maintain confidentiality, minute-takers who record meetings to assist with their notes should delete the recording once the minutes have been approved.

In Conclusion

Setting a minute-taker up for success is about more than simply assigning them a seat at the meeting. It requires preparation before the meeting, a supportive environment during the meeting, and clear follow-up afterward. When minute-takers are well-prepared and supported, the resulting minutes become a valuable tool for accountability, decision-making, and organizational efficiency.

References

CEO. (2022, September 21). How to take minutes in a meeting (and why they are important). Concierge Executive Offices. https://ceonaples.com/how-to-take-minutes-in-a-meeting-and-why-they-are-important/ 

Panning, J. (2016). Do’s and don’ts for meeting minutes. ASAE. https://www.asaecenter.org/resources/articles/an_magazine/2016/september-october/dos-and-donts-for-meeting-minutes