How to write meeting minutes


Aug 13, 2017     By Matthew Proctor

Managing a meeting and producting minutes at the end is important to ensure that the outcomes and decisions made during a meeting are recorded, and more importantly acted upon where necessary.

Without concise meeting minutes, decisions and outcomes can be lost in time, as people today are time poor and rarely remember everything that was discussed during a meeting.

 

Planning Your Meeting in Advance

A well-planned meeting helps ensure effective meeting minutes, and keeps everyone in your meeting on-track and on-topic.

Historically, a meeting organizer has distributed a meeting agenda on paper or via email - once they are sent or printed it is difficult to ammend or change the agenda to suit an ever-changing business environment.

With Kutamo, an agenda is stored online, and can be adjusted in real-time by anyone with organizational or administrative permissions.

What actually is an Agenda?

An agenda is simply the outline of a meeting - a list of everything that needs to be discussed and decisions that need to be made.

An example of a Kutamo meeting agenda

Tools For Running Your Meeting

In the old days, people would take notes using pen and paper, or sometimes using a laptop.

Today, tools like Kutamo let you store everything online, and share your notes in real-time with everyone in a meeting.

There's no need anymore to take a photocopy of your notes and email it around to everyone.

The Kutamo meeting tools

Discussions

Discussions are effectively a live chat tool, like Skype or WhatsApp. You can post a message in here, where other meeting participants can respond. All discussions are recorded and included in your meeting minutes at the conclusion of a meeting, so be polite!

Notes

The notes tool lets you, quite literally, record your notes. These can be public or private, and are a tool to let you freeform your thoughts and ideas during a meeting.

Decisions

Decisions are one of the most important part of any meeting - especially where multiple people have a vote or a say in an outcome. Kutamo's decision tools let you create polls or surveys which your meeting participants can respond to. This replaces the old 'show of hands' in a traditional meeting.

Actions

Actions are a to-do-list for your meeting participants to complete after a meeting is finished. These are typically actions our outcomes derived from business decisions made.

Files

No meeting is complete without an obligatory powerpoint presentation! Instead of presenting on a projector or monitor, meeting organizers and participants can simply upload their files or presentations and present them online. Unlike a projector, participants can also annotate and make comments directly on a presentation in real-time.

 

Creating Meeting Minutes

At the conclusion of a meeting, the Kutamo software automatically generates minutes from the information entered decisions made during a meeting.

The meeting minutes are made up of all discussions, public notes, decisions made, actions allocation and files shared, and presented in a structure that matches the meeting agenda.

The minutes also includes copies of every file that was shared, all annotations to those files and even a summary of audio and video conferencing calls made during a meeting.

An example of Kutamo meeting minutes


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