How ĐẾN Write Meeting Minutes

Không ai có thể nhớ mọi chi tiết trong một cuộc họp. Xếp hàng biên bản cuộc họp: một cách để bạn ghi chép lại tất cả các điểm đã thảo luận. Nếu bạn đang viết biên bản cuộc họp cho chủ tịch hội đồng quản trị hoặc quản lý của mình, bạn có một nhiệm vụ quan trọng phía trước!

Think of it like this. Meeting minutes act as a reminder for all members present. It’s like taking notes, but they need to be detailed. If you miss any detail (and we mean any), members will get confused, and you won’t have done your job .

If you want to know how to write meeting minutes that will be detailed and helpful for the participants of a meeting, then check out our article below. We go through all the tips and tricks of how to best take advantage of your time in the meeting and take down notes that will be concise and helpful for everyone .

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Tháng 7 17 , 2024 • 8 phút đọc

Biên bản cuộc họp là gì?

Meeting minutes are a comprehensive written record of everything that happens during a meeting. They include everything from the key points discussed to actions assigned to a designated employee .

These documents serve more than one purpose. Think of them as providing a reference for any future meetings to make sure everyone stays accountable. They help maintain an official record for organizational or even legal purposes .

Minutes should be clear and concise. They need to reflect the essence of the meeting accurately. Usually, meeting minutes are assigned to employees like secretaries or administrative assistants. According to the Harvard Business Review, executives may spend 23 hours a week in meetings. Hence, the staff that is taking notes will probably do the same .

Therefore, it is essential to be as detailed as you can when taking minutes but ensure you do not spend too much time on parts of the meeting that may not be important .

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Tại sao biên bản cuộc họp lại quan trọng đến vậy?

Meeting minutes are crucial for keeping a business functioning and there are several reasons why they are important during board meetings .

They’re an official record of what happened in the meeting. Members will refer back to them when they need to jog their memory. These minutes will cover who is assigned to what task so no one is unclear about what’s expected of them. Sometimes, meeting notes act as legal evidence, proving what the business’s decisions and actions were at the time .

They help in tracking the progress of projects and ensuring that action items are completed on time. They also provide a way for people who missed the meeting to catch up on decisions that were made without them. You can make your life easier by using tools like AI summarizers to take notes during a meeting but ensure you proofread those notes first before handing them in for approval .

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How ĐẾN Take Meeting Minutes

Before you start taking any notes, you always should prepare well before the meeting. You also need to have an idea of the meeting purpose to write down effective meeting minutes. Below we go through some tips on what you need to do before, during, and after a meeting, including ways to save time during this whole process .

1. Chuẩn bị cho cuộc họp

When you find out the meeting date, you should start preparing thoroughly. Talk to the meeting leader to discuss what’s expected of you .

Kiểm tra biên bản cuộc họp trước

Reviewing previous meeting minutes helps you understand the format, style, and level of detail required. It also gives you context for the ongoing discussions and helps identify any unresolved issues that might be addressed .

Xem lại Chương trình nghị sự của cuộc họp

You should be given a meeting agenda before you attend. This normally provides you with a list of things to be discussed. You’ll likely also get an overview or the order of the things that are going to be discussed. Study it so that you can predict how the meeting will go and get ready to take down notes .

Thu thập tất cả các tài liệu bạn cần

Ensure you have all the necessary documents, such as reports, supplementary documents, and any materials provided by the speakers. Having these at hand will help you understand the discussions and take accurate notes .

Thiết lập thiết bị ghi âm

Record the meeting using either a recording device or a smartphone if you can. This will act as a fallback to assist in filling any voids when transcribing your notes .

2. What ĐẾN Do During the Meeting

Taking down minutes of a meeting can be very demanding. Notably, you are making an instant transcription of what is being said. Here is the procedure that should be followed right from beginning to end .

Ghi lại chi tiết khóa

Bắt đầu bằng cách lưu ý:

• Ngày và giờ
• Địa điểm cuộc họp
• Tên của những người tham dự và vắng mặt

All of this information is crucial for context and reference .

Tài liệu Tất cả các cuộc thảo luận và quyết định

Capture the essence of each discussion, including the main points, differing opinions, and any decisions or resolutions. Be sure to note any motions, who proposed them, and the outcomes. This is particularly important in a board meeting where official decisions are made .

3. Ghi chép hiệu quả

Use abbreviations or shorthand notes to keep pace with the discussion. Avoid being too brief because this will affect your writing flow! Concentrate on getting the key messages and conclusions across rather than attempting to reproduce every word .

Moreover, identify action items and due dates. Observe the meeting structure to make sure all vital points are noted down .

Điểm danh và giới thiệu

Note the roll call if it’s a regular part of the meeting procedure. Record the names of all meeting attendees and any introductions made by the meeting leader .

Các mục trong chương trình nghị sự và các điểm thảo luận

As the meeting progresses, follow the agenda closely. Record discussions under each agenda item, including talking points and key issues raised. This helps maintain a clear and organized document for meeting minutes .

Xác định Điểm Hành động và Nhiệm vụ

Clearly document any action points, including who is responsible for each task and the due date. This ensures that all meeting participants know their responsibilities .

4. Sắp xếp ghi chú của bạn sau cuộc họp

Once the meeting is finished, you need to start compiling all your documents so they are easy to view. Let’s take a look at what you should do .

Phiên âm và sắp xếp tất cả ghi chú của bạn

Immediately after the meeting, change your notes into a coherent and systematic document. In this way, you will always remember all the details without making any mistakes. When doing this job, MS Word or Google Docs may be used .

Xem lại và sửa đổi

In order to ensure the factualness and comprehensibility of the minutes, try to read them through again. Also, make sure that they are easy to read and understand. They can’t be verbose but need to include all relevant points. Therefore, examine any audiotapes available for crosschecking purposes where necessary .

Kết hợp phản hồi

If you have any questions or need clarifications, reach out to the meeting leader or other participants. This ensures that your meeting minutes are accurate and complete .

5. Phê duyệt và phân phối biên bản cuộc họp

Once you’ve finished your meeting minutes, you have to get the approval of board members. This needs to be done before the next meeting starts .

Trình bày biên bản để phê duyệt

To get the minutes approved present them to your manager or whoever was in charge of the meeting. You need to do this before the next meeting. This is an opportunity for people to suggest corrections or additions. Ensure that the minutes are approved before proceeding to new business .

Phê duyệt ghi âm

Once the minutes are approved, note this in the new meeting minutes document. This official record of approval is important for maintaining accurate meeting history .

6. Gửi biên bản cuộc họp cuối cùng

Bây giờ, tất cả những gì còn lại là gửi biên bản cuộc họp đã hoàn thiện đến đúng người!

Chia sẻ với tất cả người tham gia cuộc họp

Once you have approval, distribute the final minutes to all participants. This can be done via email, an internal document management system, or an online sharing platform .

Lưu trữ và lưu trữ biên bản cuộc họp

You may record the minutes in a way that they can be easily retrieved whenever needed, perhaps as a digital archive or physical file according to your organization’s needs. This is important for future reference and compliance .

Chia sẻ trực tuyến và lưu trữ đám mây

Using cloud storage solutions like Google Docs makes meeting minutes easily accessible to all relevant parties. This also facilitates quick updates and collaboration if needed .

Nhận trợ giúp ghi chép biên bản cuộc họp với Smodin AI

Transcribing meeting minutes can be a daunting task, especially if the meeting is long and detailed. Smodin AI offers a solution to this challenge. The Summarizer tool can help you accurately capture and organize meeting minutes. This works by saving you time and reducing the risk of errors .

Với Smodin AI, bạn có thể tập trung vào việc tham gia cuộc họp thay vì lo lắng về việc bỏ lỡ các chi tiết quan trọng. Đăng ký Smodin ngay hôm nay để cuộc sống của bạn dễ dàng hơn một chút!

Câu hỏi thường gặp

Tôi nên đưa những gì vào biên bản cuộc họp?

Ghi chú của bạn về cuộc họp phải luôn bao gồm:

• Ngày giờ, địa điểm, tên người tham dự
• Các mục trong chương trình nghị sự, tóm tắt các cuộc thảo luận chính và các quyết định được đưa ra
• Action items, next meeting date, and ending time of the meeting .

Biên bản cuộc họp có nên được ghi chép nguyên văn không?

Don’t make meeting minutes a verbatim record. Instead, they should paraphrase the main points and decisions taken during the meeting. The aim is to capture what was discussed in essence and any actions that arose as a result, but not necessarily with every word transcribed. This saves time and makes the minutes briefer and more readable .

Tôi nên chuẩn bị biên bản cuộc họp sớm nhất vào lúc nào?

Just after the meeting, try to have your minutes ready. You should aim to do this within a day or two. This is important because it would help keep them up-to-date and accurate. You need to be able to easily give them to the participants, facilitating quick follow-up on action points .

Có yêu cầu pháp lý nào về biên bản cuộc họp không?

Meeting minutes may be required by law, depending on the nature of your business. Corporate board meetings must sometimes keep minutes to meet corporate governance rules. So it is important that you understand and comply with any relevant local by-laws or legal obligations .