How to Transcribe Meeting Minutes

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Minute taking is a daunting, detailed task and takes many attempts to get the process down. It not only requires focus, but endurance and organization skills. Minutes are designed to record the discussions and events of a meeting to keep on record for future reference. They document decisions and action plans, with responsible parties and due dates.

Things You'll Need

  • Digital voice recorder (if allowed at your organization)
  • Notepads
  • Pens/pencils
  • Sign-in sheet
  • Agenda
  • Meeting documents

Transcribing Notes Into Minutes

  • Seat yourself within easy earshot of the chairperson.

  • Write down decisions made, action plans, responsible persons and due dates.

  • Listen to the recording of the meeting (if recorded) or begin typing your notes within 24 hours of the meeting, which will help keep the content fresh in your mind.

  • Summarize each topic discussed by using actionable verbs and omitting conversational pieces.

  • After each topic, indicate what actions took place, decisions, resolutions and follow-up, along with due dates and person(s) responsible.

Tips & Warnings

  • Try to do your minutes as soon as possible after the meeting.
  • If you have doubts about what was said, contact the appropriate person for clarification.
  • Don't expect your minutes to be perfect. There is no such things as a perfect set of minutes the first time around.
  • Don't quote people, or summarize their objections or points.
  • Avoid putting in your opinion.

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