Taking minutes of the meeting is very simple and the great thing about it is you are learning new things. You can have the glimpse of the new projects and confidential things that are unknown to other colleagues except for the attendees who are usually the top management.
The three must have if you are assigned to take minutes of the meeting is a pen, a paper and your 101% attentiveness. Some special gadgets such as voice recorder are also helpful but the mentioned three things are the most essential.
Here are the easy to follow steps for taking the minutes of the meeting.
1. Note the specific name of the meeting (i.e. budget meeting), the venue, the time the meeting starts and the name of attendees. If the meeting is comprised of people from other companies or departments and probably don’t know each other, you may pass around a piece of blank paper with a heading of ‘attendance sheet’. Make some columns and rows for names, designation, company or department and signature. In this way, you will have the names correctly spelled and the proper titles of the attendees.
2. Generally meeting starts with the review of the previous minutes of the meeting. Take note the pending issues and the updates of the points previously discussed.
3. Listen and write the agenda of the meeting. If it is prepared earlier, ensure to have a copy of it.
4. Write the points and other related matters brought up or discussed for each agenda. For subjects that require action or need to be completed, note the name of the person to carry out the action and the deadline. For proposals (i.e. ideas for a theme for the next annual corporate party), each proposed ideas have to be recorded. If it needs to be decided, note the person in charged for the decision and the deadline.
5. Once the meeting is adjourned, make sure to note the time the meeting ends.
It is recommended to sit next the person who presides the meeting.
It is helpful to have a copy of all the reference materials (i.e. presentation) that will be used in the meeting.
Make sure to take extra pens and copies of reference materials for other attendees who might forgot to take their copy.