Meetings are a great way to bring teams together. They provide an excellent opportunity to share ideas, collaborate, brainstorm, strategize, get everyone on the same page, and make decisions.
Meeting minutes can ensure that all the discussions and decisions made during the meeting are accurate and not forgotten. In fact, well-structured meeting minutes present a number of benefits.
Let’s look at the 5 main reasons why writing meeting minutes are so important.
1. Document Important Information
The primary purpose of meeting minutes is to document important information discussed during the meeting. This includes who attended the meeting, what topics were covered, what decisions were made, and what follow-up actions are needed. By keeping an accurate record of this information, meeting minutes can serve as a historical record of the organization’s decisions, actions, and progress.
During the meeting, taking meeting minutes helps ensure that important details are not overlooked or forgotten. Taking minutes also forces participants to really wrap up one topic by clearly stating decisions and/or tasks of a topic before moving on to the next one. By recording decisions and action items, meeting participants are more likely to follow through on their commitments, resulting in increased accountability and productivity.
2. Provide a Reminder
We all tend to have multiple responsibilities during the day that we have to carry out. Due to our busy schedules, if we are not careful, there is a high risk of forgetting items on our to-do list. Having meeting minutes removes the necessity to remember all the details as you have a written record of the discussion.
What is more, different participants may have different interpretations of what was said or decided. A clear written record distributed after a meeting allows people to review the information and object if they think it is incorrect.
Are you not sure if you completed all the tasks? Did you forget who you should talk with about a particular issue? You can open the meeting minutes and find the answers to your questions immediately!
3. Provide a Summary
Things do not always go according to plan and there are times when not all of your team members can participate in a meeting. However, if you record meeting minutes, they will be able to stay in the loop and not miss out on the key points of your session. You can simply send a follow-up email with meeting minutes to all of the members of your team; the attendees, those who were not present, and any decision-makers who need to be informed.
This way you make sure that everyone has the same information and knows the next step toward achieving your targets.
4. Save Time
When we talk about the importance of meeting minutes, one of the key reasons is the time that recording them will save you in the long run. By taking a little time, you save a lot more. You will not have to hold another meeting to discuss the same issues, because you forgot what was exactly decided.
Instead, you and your colleagues can focus on the tasks at hand, which can make your workflow more productive.
5. Improve Results
Each meeting should have a goal and there will be certain steps that need to be taken to achieve it. One key part of meeting minutes is recording action items and designating them for team members.
In fact, meeting minutes encourage concluding the topic with clear decisions and an understanding of what tasks need to be completed. This allows for closure on the current topic before moving to the subsequent agenda item.
When everyone is clear on who is responsible for each task and the deadlines to complete them, your team’s efficiency increases. Meeting management software like MeetingKing takes the hassle out of this process. You can easily assign tasks to attendees and they will even receive automatic reminders to complete them!
The importance of meeting minutes should not be underestimated or overlooked. They not only save you valuable time but also serve as a guide and reminder. Meeting minutes help to align all your team toward the common goal, as a result, leading to productivity.
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