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12-Step Formula for Taking Organized Meeting Minutes

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Office Management

12-step formula for taking organized meeting minutes

When just the thought of creating the official meeting minutes makes your writing hand freeze, take note: Preparation starts well before the meeting.

Keep this simple checklist handy:

1. Review the agenda, familiarizing yourself with the topics and any unusual jargon.

2. Read minutes from past meetings, noting both the content and the style used.

3. Learn who's who, so you'll recognize participants by sight and know how to spell their names and use their correct titles.

Ever wonder how you'll ever take all those notes down? Or what you should write down? If you don't like shorthand, try BakerWrite Speedwriting.

4. Ask the leader to provide any agenda changes, at least a day before the meeting.

5. Create an outline for your notes using the agenda to create headings, and leave space to record information.

6. Use a sign-in sheet to keep an accurate attendance record. At some meetings, you may also need to document if key participants leave the room during the course of the discussions.

7. Customize your note-taking system. If you don't know shorthand, develop your own code.

8. Focus on the key points. Remember, this isn't a transcript.

Do you have to take meeting minutes, jot down telephone messages, write long lists of tasks from your manager, and remember those on-the-fly comments? Can you do it quickly? So many of us take notes and yet have no structure or system for writing them.

In recent years, there has been a myth that note-taking skills are no longer required for most administrative professionals in this digital world. But as most admins know, note taking is still a sought-after skill. Join us Friday, July 8, for a new twist on note taking.

9. Provide nameplates or draw a seating chart to help you keep track of the players. In large gatherings, ask the leader to remind participants to identify themselves when they speak.

10. Record the session as a backup and to assist with verbatim notations, such as the wording of resolutions. Be sure to obtain permission from all participants before you record the meeting.

11. Type your notes immediately after the meeting, while your memory is fresh.

12. Ask the meeting leader (and other participants if required) to review the draft minutes before you distribute the final version.

Following this formula will keep your minutes organized and the jitters at bay.

Our BakerWrite Speedwriting webinar will enable you to have a structure to your note taking and learn a system that works for you to improve your efficiency… add to your skills and career development… and give you a chance to avoid the stress of trying to take notes with only longhand techniques.

BakerWrite's creator, Heather Baker, will teach you her system and help you formulate an action plan for your continuing development. You'll learn:
  • Heather BakerSilent letters and vowels
  • Phonetics
  • Common prefixes
  • Common suffixes
  • Top tips for taking notes
  • Advice on creating an effective action plan
Not only will this unique webinar improve your efficiency… build your skills… and reduce your stress — but you'll also have opportunities to actually take notes during the webinar.

If you find taking minutes and notes frustrating and find it hard to keep up, this webinar is the one for you. You'll come away ready to start taking more effective notes and have an action plan to ensure you can continue to improve.

In the real world, savvy administrative professionals know that each word is important. And learning speedwriting is the perfect way to ensure you never miss anything. BakerWrite is simple to learn and easy to transcribe. Join us July 8!
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