As a minute taker you can utilise a number of time saving techniques before and after a meeting to ensure you’re well prepared.
1 Briefing meeting with the chairman
Having a briefing meeting with the chairman before the meeting gives you a heads up and an ability to be able to clarify anything you’re unsure of. A briefing meeting discussion points could include:
- background to agenda items
- a reminder to the chairman to summarise discussion at the end of each agenda item
- an idea of any contentious agenda items
- a run through of the agenda to confirm break times and guest speaker spots
- how much time should be allocated to each agenda item if this is not already indicated on the agenda.
2 Meeting invites accepted
Follow up those people who haven’t responded to any meeting invites. This will ensure there is full attendance at the meeting and essential people have confirmed they will be attending. This is particularly important for formal meetings when a quorum is required before the meeting can start.
3 Equipment to take minutes all ready
- Pen (x 2)
- Lap top/iPad (battery fully charged)
- WIFI/passwords etc tested
- Agenda, minutes and any other documentation (conflict of interest register, decisions register, terms of reference)
4 Scheduled time out after the meeting
Schedule time out in your calendar to complete a first draft of your minutes. This will help you dedicate time to the task and prevent procrastination.
Eliminate desk distractions by either working from home, closing your office door (or using red time if you’re working in an open plan office), closing down e-mail and switching your phone to do not disturb.
The above of some of the ways a minute taker can be more productive, efficient and effective in the meeting forum.
Do you have any time saving tips that helps you as a minute taker?