What to expect from the note taker

In the accompanying main article “meeting roles”, the purpose of a meeting and which different meeting roles there has been mentioned already. This sub-article discusses what you can expect from a note taker before, during and after the meeting.

What seems crystal clear at a meeting may be completely faded or forgotten at the next meeting. The spoken word is simply fleeting. It is therefore wise to record the meeting result in a report, the minutes.
For example, these minutes serve as:

• Information source for absentees,
• Reminder for those who attended,
• Means of recording decisions,
• Basis for progress control.

Good preparation can eliminate uncertainty, both when taking notes during the meeting and while working out those notes afterwards. Points that are useful to do beforehand:

• Read previous minutes,
• Go through the agenda in advance,
• Bring an extra copy of the previous meeting-minutes,
• Bring sufficient writing material with you,
• Knowing the names of the participants,
• Reserve time to create the meeting-minutes report,
• Agree on what type of report you will make.

Now it is a matter of taking the minutes

• Choose a good location within the meeting setup,
  • Tip: take a seat next to the chairman at the conference table
• Take notes,
  • Listen carefully and only then summarizing what has been said. This usually results in notes that are shorter and easier to process.
• Be attentive to non-verbal communication,
• Sound recording,
  • Tip: only use audio recording as an aid and when a detailed report is required.
• (Re) order notes,
• Mark decisions.

Only after the meeting the main effort is to be made: writing the report. It usually takes some effort (depending on the type of report you need to write).
Aftercare includes the following tasks:

• Create report quickly,
  • Tip: do this within one or two days of the meeting. You can usually still interpret your notes properly, so that the chances are that you come to a reasonably accurate representation.
• Consider fixed agenda items as place to be filled in,
• Design the report properly,
• Reformulate notes,
  • Provide all relevant information
  • Display the contents of the conversation and use business / formal language
  • Try to formulate as neutral as possible
  • The rule is that the record is always written in the present tense.
• Check ambiguities,
• Submit draft report to the chairman in advance,
• Sending the report to the participants,
  • Decision list / action list: within two or three days after the meeting
  • Meeting report: At the same time as the new agenda, no later than one week before the new meeting
• Process additions / corrections from the participants.

As a note-taker you fulfil an important role in recording what has been discussed and decided during the meeting. In this it is essential that: clear agreements are made in advance about reporting, clear and concise notes are made during the meeting, and that the correct information is subsequently presented in a structured manner in the minutes.

If you need help setting up and/or holding effective meetings or if you want to know more about how Cthrough coaching & consulting can help you as an external chairperson, please contact us.