Ever experienced how take minutes of the meeting? If you are assigned in taking meeting minutes and notes, it can be a pain in the arse especially if there is just too much going on right in your conference and you can’t help but fall in the rabbit hole and sink deeper into stress and confusion. You begin asking yourself questions like, should I write this down, was that one important? Am I going to fast forward and just summarize the entire discussion? Well, you are in the right place as we are going to tell you tips on how to create and how to take minutes and take the best meeting minutes without the stress and the hassle.
In an article by https://www.thebalance.com/how-to-take-meeting-minutes-524780 on how to take minutes there are ways to plan and curate the perfect way to record minutes of the meeting such as being early for the meeting and by using recording devices also so as not to miss out on important points discussed during the meeting.
In today’s article, we will discuss to you some ways on how to take minutes and record your meeting minutes and some tips too, so you are definitely in for the treat.
People all around the world usually use some recording tools such as shorthand, handwritten notes, handwritten and transferred to the computer or directly encoding the minutes into a computer electronics and best of all use smart pens.
But what method is the most effective in order for us to get the best recording experience? First let us look at each method clearly one by one, outlining their pros and cons.
First let us start with the Shorthand
According to google search “short·hand is a Noun
A method of rapid writing by means of abbreviations and symbols, used especially for taking dictation. The major systems of shorthand are those devised in 1837 by sir isaac pitman and in 1888 by john r. Gregg(1867–1948).
A short and simple way of expressing or referring to something.”
So you’re basically jotting down everything in ways on how to take minutes using abbreviations and mnemonics that are sometimes difficult to decipher when you are finally laying out the final script of the meeting.
So what exactly are its pros?
One you don’t really spend much on any recording device which is economically good, two, it helps process in the meeting details and remember what happened, lastly it allows you to practice your brain by using mnemonics and decoding them when you need them the most and it saves you a lot of time because you are writing fast and you can cope up with whatever is being discussed.
The cons in how to take minutes using this method however are the following:
Sometimes, you get to mix it all up because you write and record too fast and this will give you a lot of problems later as you will have to think about what exactly your writing really means.
Also, Some words cannot be abbreviated in how to take minutes and if you try use some new abbreviations, soon, you will run out and probably forget what the original word was, and getting ideas correctly are very crucial, ideas cannot be interchanged for sloppy new abbreviated words
Also, You don’t get the chance to listen to the meeting again therefore you might miss on very important things and soon your minutes will be a sham
Next we have Handwritten
Well, this is basically the employment of writing whatever is said during a meeting. Sometimes, people use a recorder to go with it.
When you hand write everything, that means a lot of hard work and good ears.
The pros are,
One it is very convenient to write everything as spelled and as dictated as you won’t have to decipher codes later giving you less headache.
Two, You just have to make a little summary since you have probably written everything neatly.
Then, You can understand the context of the write up since there are no abbreviations
The cons however, is that you probably cannot cope up with fast speaking method of some speakers and it’s difficult to write them all in unless you really have a good memory.
Also, You have to erase and erase words that are not necessary and so this paraphrasing could be hard.
Now we have the handwritten that is transferred to the computer
This one is the method in which you first write everything in a paper and have to encode them again in your laptop
The pros are:
You can actually rephrase whatever it is that is not clear.
The report summary will be presentable as you can just automatically delete the unnecessary words without having to rewrite your sentence or using white ink to erase the mistake.
The cons however are;
It is so time consuming and tiring for your hands
You must actually encode it again and have to present it again in a summary
It eats up your time and energy when you could use that precious time for fun
It doubles the work because you are doing and extending things to collate every minute
So now we have the Encoded
Here you bring your laptop with you and you just encode everything right away into the computer
The pros are
It is time efficient and you do not have to use another time to edit your summary, you can just go ahead and encode and delete unnecessary words
You can actually make your summary presentable as computers offer cute design and fonts
It does not double your effort and time
The cons however are
It is difficult to use computers/laptops and encode while listening at the same time if you are not able to type too fast.
Typing takes a lot of energy and a lot of congruence to whatever you are hearing. If the speaker speaks too fast, and you are still encoding the last word, tendency is you would miss some critical ones.
It is a bit disorienting to see someone in the meeting encode everything and not listen to the speaker, this catches the attention of everyone and would probably make it uneasy for some o see you like that.
Lastly is the smart pen
Smart pens according to https://en.wikipedia.org/wiki/livescribe is “central to the livescribe platform is the smartpen, a ballpoint pen with an embedded computer and digital audio recorder. When used with anoto digital paper, it records what it writes for later uploading to a computer, and synchronizes those notes with any audio it has recorded.”
So technically it’s a tool that has everything you wished for when you are recording minutes right?
So what could be its pros, lets us find out today:
One, You can actually synchronized the audio with your notes
Create a pdf to distribute to your teams later on
You are confident that you are not missing out on anything as it has a playback audio you can always check to edit your transcription
So it is really dynamic and also it contains all the tools you wish and make them act altogether in synchrony
The cons is that you have to spend some money to buy it
But if you were to choose between convenience and also efficacy, go for the smart pen as it will lessen your stress and burden and will allow you to become reliable and techy.
So start writing those notes with a smart pen on how to take minutes and feel the magic of transcription gone good.
So our tips for today in how to take minutes, is to use the best method and that is to use the smart pen for taking meeting minutes. Again comfort yourself and convenience yourself today so try the smart pen and you can never go wrong on your recording minutes.