Mastering Minute Taking

Minute taking is an essential task for most businesses, clubs, and community groups. Any time an organisation gathers for an important discussion, especially one involving decision-making, minutes should be taken. Board meetings, committees, hearings, and AGMs all need a reliable record, providing an easy-to-reference audit trail for the future.

Good record-keeping is crucial, but it’s not always easy to get right. If you’re responsible for taking minutes (or finding someone who can), here’s what you need to know to master the basics.

Start with the End in Mind

Minute taking isn’t a one-size-fits-all process. Understanding the audience, purpose, and intended use of the minutes before the meeting even starts will help you focus on the key points, structure your notes effectively, and present a polished final version.

If you’re assigning minute-taking to someone else, set clear expectations. Share examples from previous meetings to ensure consistency and provide guidance on the format and level of detail you’re looking for.

Ask Questions

Meetings are full of distractions - late arrivals, clattering coffee cups, phone notifications, and technical glitches in virtual meetings. All these interruptions can make it tough to follow discussions and take accurate notes.

If you miss something or aren’t sure about a point, don’t hesitate to ask for clarification. Whether it’s decoding an acronym, getting someone to repeat a statement, or asking them to speak up, asking clarifying questions ensures the minutes are accurate and useful.

Summarise, Don’t Transcribe

Minutes should capture the key discussions, decisions, and action points, not every word spoken. The best minute takers can cut through lengthy discussions to extract the most relevant details, keeping the final document clear and concise. Even if the meeting is long and meandering, the minutes shouldn’t be. Less is more.

Using AI to Assist (Not Replace!) Human Minute Takers

AI tools have become a game-changer for minute taking, with features like speech-to-text transcription, summarisation, and action item tracking. These tools can be a huge help, especially in busy meetings where multiple people are speaking. However, they shouldn’t replace a human minute taker. AI can misinterpret context, miss nuances, or fail to distinguish between key points and off-topic discussions. A skilled human minute taker brings judgement, clarity, and structure to meeting records - something technology alone can’t yet replicate. Used wisely, AI can be a handy sidekick, but human oversight is essential to ensure the minutes remain accurate and appropriate.

Get Expert Help

Minute taking is more than just note-taking. It’s a skill that blends focus, organisation, and good judgement. If your organisation is struggling with getting it right, let’s talk. I’d love to help.