As an Executive Assistant, minuting meetings can be a regular occurrence in your role.
Recently, I have minuted weekly meetings as well as a seven hour long meeting each month; and whilst I enjoy collating the papers, sending the packs and attending the meeting, I could procrastinate on completing the seven hours worth of minutes for weeks.
This type of procrastination can result in:
Struggling to get out of bed in the morning and getting uptight of the fact that you have told yourself everyday for the past week you have to get the minutes done and you have made no progress yet!
– Loss in Productivity:
When you are procrastinating over something, everything takes priority. Making a coffee for yourself, your manager, and each person you bump into on the way to the kitchen just so you don’t have to do the one important thing is making you lose productivity on all of your tasks.
– Workplace Disapproval:
If attendees to the meeting aren’t reminded of the actions they had to complete until a few days before the next meeting, they can’t be expected to have them actioned, and this is usually mentioned in front of everyone at the following meeting. It doesn’t make the Secretary look too professional!
Not only this, but when you are looking at minutes a days after the meeting is held, it’s much harder to remember exactly what was said, and may result in attendees having a lot of changes before the minutes are confirmed. This can take up a lot of meeting time and be frustrating for those involved.
I have a few time-saving tips that I do prior to the meeting so I can get out my minutes within an hour of the meeting end time. Please let me know if you find that any of these help you, or if you have any other time-saving tips when minuting!
- Spend time before the meeting, setting up the blank minutes template. This includes listing all the attendees, the agenda set up and previous actions, so only a quick update is required.
- Have the draft agenda and draft documents for updates for the next meeting ready to go, so a draft pack can be sent, and not just the unconfirmed minutes. This will help you tackle the task of collating the pack later, as it’s half done for you already!
- Take a laptop to the meeting with the blank template document ready, instead of taking handwritten notes. If your attendees can handle hearing the clacking of keys, this will save you a lot of time. I have been able to send unconfirmed minutes to attendees so the email is in their inbox before they even get back to their desk from the meeting, and I find this is when my minutes are most accurate.
- Attendees can’t stand the noise of a keypad? Ask your office to invest in a “Livescribe” pen. These are genius as they record everything you write and hear, so if you didn’t get a chance to write everything that was said, tap the pen over the approximate location in your notes of the section you missed, and it will playback the conversation that was taking place at that time. Read more on this amazing product and how you can benefit from it here: http://www.livescribe.com/en-au/