As meetings have become more important for businesses these days, the demand for meeting transcription has also increased significantly. It may be sometimes difficult just to remember what was said by whom. So, it is essential to keep meeting minutes which are a written record of everything that occurred in a meeting.
Meeting minutes describe the events of a meeting, including the list of participants, issues discussed, and decisions made on these issues. Creating minutes can help even those who could not attend the meeting by allowing them to keep track of what went on. When creating meeting minutes, be aware of the doâ€™s and dontâ€™s.
Importance of meeting minutes:
â€¢ They become your guide: Every time you make notes about what went on in the meeting, you are creating a guide. It will allow you and your team to keep tabs on the commitments of each team member. Meeting minutes could serve as map of your team. All the plans will be in front of you and you will have a guide to achieve every action item.
â€¢ Serves as a reminder: Forgetting a thing or two is unavoidable when you have a lot on your hands. The team can check on their progress using the meeting minutes. They can check on things like:
* Are they on target?
* Is there anything else they need to do?
As long as you have a specific document that can help you remember anything and everything, you wonâ€™t overlook any task. Meeting meetings are also an effective reminder for the next meeting. The team can go through the previous meeting minutes to remind every participant of what happened, the topics discussed, and the decisions made by them.
â€¢ Saves time: Writing good meeting minutes can save your time and money. It will provide you a written record of matters discussed and acknowledged at the meeting. Every team member will know what their responsibilities are and can focus entirely on their designated duties. Meeting minutes also inform team members who were not present to understand their responsibilities to the fullest extent. Also, with meeting minutes, the team does not have to meet again and waste their precious time discussing the same thing again.
â€¢ Gives structure: Even if there is no regulated or customized format for meeting minutes, some statutes consider it significant that you make a proper attempt to report the realities or facts of the meeting. For example, board meeting minutes show how the companyâ€™s board members arrived at reasonable decisions, the meeting time and date, who called for it, and who joined in. All activities that took place at the meeting are also recorded, including any clashes of interest. In this way, minutes give written structure to meetings.
â€¢ Drives action: Good meeting minutes help you to drive a plan in action for the management and employees. They explain when, why, how, and by whom decisions were made. They outline a plan for the action items which helps complete the work. They also provide crucial information to those who were not able to attend the meeting.
Noting down minutes can be a tedious process that requires great attention to detail. Writing minutes on your own can affect the quality of the notes. Best practice is to simply record your meetings and then get the minutes transcribed by a professional transcription service. Depending on a dedicated meeting transcription service:
â€¢ Save time and effort on the part of administrative staff.
â€¢ Create and provide an accurate and quality meeting transcripts in a quick turnaround time.
â€¢ Secure your source materials and transcripts both in storage and in the transfer.
â€¢ Effectively summarize the crucial points of meetings.
Not taking meeting minutes can affect decision-making. You and your colleagues will have different recollections of what was agreed on during the meeting. If the minutes are not written, you may end up calling for another meeting.
Meetings bring the team together. Depending on the nature of the meetings, minutes can be long or short, and taking manual notes can be a challenging task. The practical option would be to record your meetings and have them transcribed by a reliable audio transcription. Getting quality meeting transcripts that clarify the key points that emerged during the discussions is crucial to make the right decisions.
About the Author:
MOS Legal Transcription Service is based in Tulsa, Oklahoma has been serving the legal, financial, insurance, and media industries for more than 15 years.