board meeting minutes

Meeting minutes guide for Effective Board Meetings

Board meetings. Once a business reaches a certain size, board meetings become important. They are usually held at definite intervals to consider policy issues, future business strategy and major problems. The purpose of board meetings is usually to make decisions, set policy, solve problems and to plan and evaluate. You probably realize that these kinds of meetings are of great importance for an organization, so keeping track of meeting minutes during a board meeting is something that should be taken seriously. Let’s take a look at what’s discussed during a board meeting and what’s the best way to record board meeting minutes.

So, what do you discuss in board meetings?

Board meetings offer an opportunity to discuss issues such as your business’ financial performance, past performance and current operations and future strategies. Make sure you outline specific items on a clear agenda, rather than a list of general issues, if you want the meeting to be as productive as possible. Also, make sure that everyone is fully briefed before each board meeting and that the adequate time allocated. You don’t want to waste anyone’s time so make sure everyone can come fully prepared to the meeting.

Importance of board meeting minutes

Meeting minutes keep a record of what was discussed and decided at a meeting. Taking good meeting minutes at a board meeting is important; they serve as an official and legal record of the decisions and actions taken by the board of directors. The board meeting minutes not only serve as a record for future reference but can also provide legal protection for the organization because all decisions are recorded and stored. Board meeting minutes are proof of why and how a board came to certain decisions. However, when it comes to meeting minutes, it is not necessary to record a detailed transcript of everything that was said. They should include a summary of important discussed points and decisions.

Guide for board meeting minutes

When taken properly, board meeting minutes ensure all participants walk away with a clear understanding of the outcome and expectations of the board meeting. So, let’s make sure you know what to do when you’re responsible for the board meeting minutes!

The most important thing is to know what to include. Board meeting minutes usually include:

  • Date, time and location
  • Names of attendees and absentees
  • Record who arrived late of left early (you’ll want to know who was present when certain issues were discussed or when things were decided)
  • Purpose of the meeting
  • An overview of previous meeting minutes and outcomes
  • Decisions for each agenda item. Including:
    • Actions taken
    • Exact wording of motions, outcome, and name of the person who made the motion
    • Directors voting for, against, or abstaining on each motion
    • Any conflict of interest and how this conflict was handled
  • New business
  • Actions that need to be taken after the meeting, including the deadline and who is responsible.
  • Next meeting date and time
  • End time of current meeting

During the board meeting, ask for clarification if a clear decision wasn’t made or if the next steps weren’t obvious. Remember to not record every detail but only the important topics and decisions. Even when there’s a discussion, focus on the agreed-upon outcomes. Also, stay objective, record meeting minutes without giving a judgment.

What to do after the board meeting?

Aim to write the final version of the board meeting minutes immediately after the meeting, when everything is still fresh in your mind. Review your board meeting minutes and adjust them or add notes to make sure everything is clear and easy to read.

When your board meeting minutes are complete and finished, make sure they are distributed to board members as soon as possible. Once the minutes are approved by a vote of the board during the next board meeting, they become part of the official record of the organization. It’s important that a copy of all minutes are kept in one place. Also, many boards need the secretary to sign an official copy of the minutes.

Want to learn more about meeting minutes? Check out these blogs:

How can GAIKU help?

GAIKU is a powerful meeting web app that is especially useful for board meetings, because it offers different features that will help you run these meetings smoothly. Think about voting, recording meeting minutes and keeping track of your meeting history. Sign up for GAIKU and start improving your board meetings! 


meeting room

Creating the perfect Meeting Room Environment

When you’re organizing a meeting, you’ll want to consider more than just chairs, a projector and a whiteboard. You’ll want to create the right environment for your meeting, from the lighting to the seating. Creating a result-driven meeting room environment and design is crucial for efficient meetings. Why is the meeting room environment important? Meetings are essential for the growth and expansion of any business of any size and therefore hold great significance. A meeting area that’s comfortable, stylish and fully equipped will help you communicate better and build relationships. It can effectively lead to attracting clients or finalizing import deals.

Let’s take a look at different aspects of meeting rooms that can contribute to a successful meeting.

Lighting

How bright is the room? Lighting plays an important role in the meeting room experience. Soft lighting may be good for reading and viewing of screens, but on the other hand, it might also cause participants to doze off. Boardrooms might require more brightness, and rooms with projectors might require dimming lights. For rooms that are designed to have comfortable spaces, softer lighting is often necessary.

Understanding the purpose of the room and the meetings is crucial in creating and adjusting lighting. Also, lighting is heavily dependent on the location of the room. If there’s a lot of natural light, you might have to look at reducing the light with blinds. But if it’s a room without windows, lighting must be a primary consideration in designing the room.

Sound

One of the most neglected aspects of meeting rooms is sound management. Think about room noises like echoing, scraping from moving furniture and the quality of the sound that is coming from the speakers. Meeting rooms that are designed without sound management often have unwanted side effects.

It’s probably impossible to eliminate all room noises and distractions, but by getting rid of as many as possible, you can help create the best meeting environment. Think about wall or ceiling mounted acoustical panels that are effective at keeping sound in and keeping outside sound out, like traffic noises and office noises outside of the meeting room.

Heating and Cooling

One of every event and meeting organizer’s biggest nightmares is trying to control the heating, ventilating, and air conditioning system of a room. This is often the most difficult thing to regulate. Also, finding a temperature that everyone in the room likes is almost impossible. It’s best to start with a cooler environment at the beginning of the meeting because it’s only going to get warmer with extra people in the room. Also, people are less likely to doze off when they’re feeling slightly cool.

Chairs

If you let people sit for a while, make sure the seating is comfortable! You want to make a good impression to anyone who spends time in your meeting room. Purchasing comfortable chairs is an important part. Here are some things to consider when you are looking for meeting room chairs.

Materials
There are many types of materials to choose from for your meeting room chairs. Think about leather, wood, mesh, metal and vinyl. Leather is a highly desired material choice for chairs because it’s very comfortable and durable. However, a lot of companies choose a chair with good ergonomics and mesh backing.

Ergonomics & Aesthetics
Two other things to think of when it comes to chairs are ergonomics and aesthetics. Ergonomics are all about designing or arranging places or products so that they fit the people who use them. Think about seat height, back support and armrests. Having meeting room chairs with great ergonomics will help to keep participants more focused on the meeting content instead of on how uncomfortable they are.
Aesthetics are all about the look of the chairs. A good meeting room will have a great design as well. Look for fantastic looking chairs that also have great ergonomics.

Wheels
People in a meeting want to be able to easily turn their chair to see who is speaking or talk to the person next to them. So it would be great to have chairs with wheels. Having durable wheels is necessary for ease of movement in the meeting room.

Choose the right screen

The screen is often the one thing people look at the most, so choose it carefully. It should be big enough for everyone to see, from the front to the back. But it shouldn’t be overwhelming. Also, consider the right projector screen type and fabric. And, should it be mounted on the wall or on the ceiling? Or on a tripod? Don’t forget to consider cables, controls and speaker mounts.

Does standing help?

Yes. Standing keeps the energy high and helps the team to stay focused. Don’t let people come in and sit down till the bitter end of the meeting. Attendees who stand up have higher levels of engagement and even become more creative in brainstorming! Thus, creating a space in the meeting room for people to stand may be very helpful.

Final note

Well, hopefully this gives you a good understanding of what important things to consider when you’re going to build a meeting room. Don’t forget to make the room look awesome as well, for example by using quotes and colours. You’ll make a positive impression and people will be inspired when entering the room. All these things contribute to a great meeting room environment and will have a positive effect on the success and efficiency of your meetings.

 

Are you planning a meeting? These blogs will definitely help you:


gaiku

GAIKU graduated from YC Startup School!

The past few months, GAIKU’s founders Jasper Meerding and Arjen Halma attended a free online course provided by YC Startup school which they have completed last week! This program is an initiative of Y Combinator and aims to encourage, teach and inspire people who want to start a company. They want to equip startups with the resources and tools to prepare them for what’s coming. So we’ve been getting a taste of Y Combinator from our home office.

Last week we uploaded our last assignment. We had to make a demo video about GAIKU, sharing what we’ve built so far. Check it out:

How did it work?

Startup School is a free 10-week massively open online course. This course promises to “teach people about how to start a startup, and equip them with the needed resources.” This way, the accelerator’s new Startup School offers a virtual way into the startup scene. The course started on April 5th. YC Startup School posted weekly lectures covering many subjects that are interesting for startups like how to build and manage teams, how to find product-market fit and how to get users and grow.

13.500 startups applied to YC Startup School, and around 3000 were accepted. 1500 companies made it till the end of the course and 700 companies uploaded a video. Check out the other companies here. In early 2018 Startup School will accept about 10,000 companies and potentially more after that. What a great initiative. We’re yc startup schoolthankful for being given the opportunity to attend the YC Startup School course. We gained a lot of new knowledge and skills to help our startup make a great start!

 

So, what is Y Combinator?

Y Combinator is an American seed accelerator which provides seed funding for startups. They help the founders of startups with investors and acquirers. Their goal is to get startups through the first phase. They’ve already helped a lot of companies, for example Airbnb, Stripe and Dropbox. Twice a year they invest a small amount of money ($120k) in a large number of startups for 6% equity. These startups then move to Silicon Valley for 3 months. There, they work intensively with the startups to improve their pitch to investors and get them into the best possible shape.

Of course, a lot of startups from around the world were interested in Y Combinator. Y Combinator wants to make it easier for people to start a company, regardless of who or where you are, so they want to share what they’ve learned with as many people as possible. So they came up with YC Startup School, to help more startups that are not able to move to Silicon Valley. 

Curious about GAIKU?

We believe bad meetings are the biggest problem in business. Solving this problem will help you be more efficient and productive. That’s why we’re building an awesome web app to help you have better meetings! Sign up to stay updated and improve your meetings. 


executive assistant

8 useful expert tips for Executive Assistants

Executive assistants play a very important role in the smooth functioning of any business organization. They perform countless of different tasks that help the organization achieve larger goals. If you work as an executive assistant, you can take pride in the fact that other people can’t do their job without your help 🙂

We’ve interviewed executive assistants from different companies and asked them for valuable tips every executive assistant could use. Some of them more practical than others, but all very helpful for becoming a great executive assistant.

The expert tips for an Executive Assistant

Welcome feedback from each other

Make sure to be open when it comes to performance, a situation, each other’s role, processes, and other things. Strong relationships are built on openness and honesty. A lot of people are afraid of giving and receiving feedback, even a lot of executives and assistants. But your executive can’t change something if he or she doesn’t know what to change. Feedback is important! So, take time to give feedback, and don’t forget to ask for feedback as well.

Use different tools for your work

Don’t use paper! Focus on the future: let’s get digital. You can get more done at a faster rate and by going digital you’ll reduce negative impact on the environment. For example, you could use HelloSign for sending and signing different contracts and Trello or Asana to put all of your to do’s for different projects.

Collect to-do’s in one or two places

If you miss something and it’s really important, like executing a certain task at a certain time, someone will remind you. Otherwise, do your best to keep track of everything by picking one or two landing places. Don’t collect “to-do’s” in too many locations, this will only make everything less clear.

What are your executives meeting preferences?

Have a conversation with your executive about meeting preferences. For example: Does your executive want all meetings on one or two days, so that other days are “working days”, or spread out throughout the week? Are there any recurring meeting rhythms that you could do without, or maybe change to bi-weekly rather than weekly, etc? Does he/she have preferences on times? For example:

  • No meetings before 11:00 am, or after 5:00 pm?
  • Meetings that last up to 30 or 50 minutes?

Have all important information clear in one database

Plan an information meeting with your executive(s). Create a database with these folders:

  • Contact Lists
  • Passwords. Tip: use Lastpass to safely share and store your passwords.
  • Bio/Headshots
  • Important Documents (insurance, registration, leases, ID’s, passports, etc)
  • Pictures

Don’t forget to give a compliment for a job well done

Everyone loves to get a pat on the back. Executives should really compliment their assistants, because you might not feel valued all the time for all the hard work you’re doing. On the other hand, executives are also humans (yes, really.) so they also need compliments. As an executive assistant, you can compliment your executive on a great presentation, graciously handling a difficult situation, or taking the time to talk with a stressed employee. Remember: positive reinforcement encourages a person to continue that good behavior in the future.

Prioritize

Do you feel you don’t have enough time to complete all tasks? Time to prioritize! This is also sort of a time management exercise: how long will everything take and how can it all fit in a certain time? It may help to list all items and ask your executive to rank them in order of importance.

Communicate, communicate, communicate

Keep communicating. The best thing of ongoing verbal communication is you keep the work flowing, reduce errors, prevent chaos and make working together with each other more enjoyable. Communicate problems, impediments, status on certain projects, and ask your executive to communicate what happened in yesterday’s meeting or to explain the scope of a project. Communication will help you work better together!

BONUS tip for Executive Assistants

The last tip is one of our own: get GAIKU! Our powerful web app will help you schedule, plan and improve meetings. GAIKU knows everyone’s availability, keeping different time zones in mind, and helps you write the agenda and meeting minutes. What a time saver! Sign up for the waiting list to stay updated and be the first to use our great meeting tool.

 

Well, we hope these tips are useful for you. What are your biggest challenges and how do you overcome them? Let us know if you have any other tips!

Want to read more about organizing efficient meetings? Read our other blogs:


sprint retrospective

5 tips for an effective and lively Sprint Retrospective

At the end of every sprint, a scrum team will hold a meeting called the sprint retrospective. Usually, the scrum master facilitates this meeting. During this meeting the scrum team discusses the just-concluded sprint and determines what kind of changes might make the next sprint more productive.

The sprint retrospective is an important part of the scrum process, because it’s focused on continuously improving the effectiveness of the scrum team. One of the principles of the Agile Manifesto: At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behavior accordingly.

Are you interested in reading more about the role of the scrum master? Make sure to read the following blogs as well:

Tips and ideas for a lively sprint retrospective

Sprint retrospectives are very helpful for improving future sprints, however, they are often experienced as boring and monotonous. Boring meetings mean less engagement. That’s not what you want, right? So how could you spice up your sprint retrospectives? We’ve listed 5 ideas that will help you!

Start, stop and continue

A good way to conduct a sprint retrospective is by asking each team member what they would start, stop and continue doing during the upcoming sprints.

The start items are things that a team member thinks your team should add to the scrum process. For example, being on time for the daily standup, or finishing one story before starting the next.

The stop items are things that a team member thinks your team should stop doing during the scrum process because it’s a waste of time of inefficient. For example, taking more than 15 minutes for the daily standup.

The continue items are things that a team member thinks your team should continue doing. These are things that are not yet habits but should be habits.

Take turns facilitating the scrum retrospective

Usually, the scrum master is the one to facilitate the retrospective. Instead of this, you can ask each team member to take turns conducting the meeting. This way you won’t have the same kind of meeting every single time. Each person can facilitate the meeting on their own way and enjoy taking ownership. Everyone will have their own way of how to make the sprint retrospective more effective.

Choose a different location

It might do wonders to choose a different location for the retrospective once in a while. Leave the office and go somewhere else, like a park, boat, coffee bar, inspiring meeting locations. A completely different location can really help with boosting creativity at brainstorming and defining out-of-the-box ideas. Give it a try!

Expectations

To keep everyone engaged and make sure you all are on the same line, you can play this game called Expectations. During this game, every team member gets a sheet of paper that is blank on the lower half and has two sections in the top half:

  • What my teammates expect from me
  • What I expect from my teammates

After filling in the top half for themselves, each team member passes their paper to the left and reviews the sheet they got from another team member. On the lower half of the paper, they write down what they actually expect from the person who wrote it. They then sign the paper and pass it on to the next person. After a full round, the team reviews and discusses expectations.

Give kudos to the team

During the sprint retrospective, never forget to appreciate and thank your team members for the ways they have helped you or each other. This can have a lasting impact on the team and really help everyone to be engaged and motivated. You can also try to reserve a small space in the team room and capture all the kudos given to each team member during the scrum process. It helps them stay motivated and feel good when something positive is visible in the team area.

What do you think?

What do you think? Do you have other good ideas for an effective sprint retrospectives?

How can GAIKU help?

We’re building and optimizing GAIKU to be your perfect meeting guide. It’s a powerful web app that will help you have more efficient meetings. GAIKU is especially useful for scrum meetings. You can choose from different scrum meeting templates that you can adjust to fit your team perfectly. Ready to improve your meetings? Sign up today!

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Download our free e-book about meetings!

Do you want to learn more about meetings and how you can improve them to save time?

We’ve created an e-book ‘A brief introduction to meetings’. Chapters include meeting agenda, meeting types, meeting rhythms, what are meeting minutes, giving and receiving feedback, group decision making methods, and much more.

CLICK HERE to go to the download page.


staff meeting

How to make your Staff Meetings worth the time

Clear communication is an important part of every business. Employees need to see an open and transparent decision-making process and need to be included, because many things affect them directly. That’s why many businesses hold staff meetings, also called all-hands meetings. A staff meeting is a meeting attended by the members of staff of an organization, to discuss issues related to the running of the organization.

Staff meetings are not very popular. They are often unwelcomed by employees, especially after working long days.

However, regular staff meetings are important and have such a positive impact on your business and here’s why. Staff meetings help keep everyone informed and up to date. They let you collaborate as a team by providing feedback, sharing ideas and asking questions. When staff is included in discussions and decisions of certain issues, it will be good for morale and motivation in the workplace. You don’t want to undermine staff morale, by making decisions on your own without consulting the staff. The key point is to make sure you involve staff members in the loop of a decision-making process. You can share goals and make sure every team member follows policies and procedures and knows the strategy of the company. Last but not least, staff meetings play a vital role in motivating the staff.

When and how long?

All-staff meetings are probably necessary once a month and could last a few hours, while effective business meetings such as team meetings, managers meetings and directors meetings should happen more frequently like once per 1 or 2 weeks, depending on the size and needs of the organization, and could take up to an hour.

Don’t let the meeting drag on longer than it should be. Staff meetings often tend to be more effective if they are short and punchy. Long meetings often lose focus and can get boring. This will definitely make the staff dislike them and will make them less motivated for the next meeting. Efficient meetings are short, direct and well-planned.

The staff meeting agenda

Efficient staff meetings seem to address a clearly defined need or objective, such as keeping team members informed about what’s going on with each other. Make sure you meet for a reason. If you know the reasons why you hold the meeting, you can create the staff meeting agenda. Select topics that are relevant to as many attendees as possible, or even only topics that are relevant for every attendee.

Here’s an example of a typical staff meeting agenda:

Staff meeting agenda (max 60 minutes)

  • Welcome and news (5 min). Use the staff meeting to share noteworthy news and major developments, such as a new client, project or proposal that you are working on.
  • Praise and recognition (5 min). Take the time to share achieved successes, praise outstanding employees or teams, or share positive feedback provided by clients. Recognizing a job well done will give employees a motivational boost!
  • Items from last meeting (5 min). Shortly discuss the items from the previous meeting to freshen up everyone’s mind.
  • Company goal updates (5 – 15 min). The staff meeting is the perfect time to update employees about the company’s goals and targets. This will give the staff an indication of what the priorities are for the company.
  • Employee project updates (5 – 15 min). Include time to give employees a chance to update each other about their current projects, opportunities and challenges. Take turns in sharing important things or ideas. Employees will be more engaged a positive when their ideas are sought and their opinions are valued.
  • Action items (10 min). Create clear action items. Who will do what, by when? Make a clear record of these items.
  • Stand, stretch and wish everyone a good week (2 min).

Do you want to learn more about meeting agendas? Read our blog about How to create an effective meeting agenda.

Tips and ideas for effective staff meetings

Let’s make sure you get the most out of your next staff meeting! Here are some other tips and ideas to make sure your staff meeting will be as efficient as possible!

  • Share the staff meeting agenda beforehand, so staff members can prepare for the meeting.
  • Start on time. This may seem logical, but a lot of meetings don’t start on time. If you have to wait for 5 minutes per meeting, this will add up to a lot of hours of lost productivity. Also, it can be extremely frustrating and won’t start the meeting off well.
  • Start with noteworthy news. Rather than jumping in serious stuff right away, kick your staff meeting off by sharing news, information and noteworthy items.
  • Stand up. Ok so don’t throw away your chairs, but also don’t let people come in and sit down till the bitter end of the meeting. Have people stand up once in a while. It will make the attendees more energized and engaged. They even say standing makes people more creative in brainstorming sessions!
  • Seek feedback for improving the meeting. When the meeting is over, ask employees what can be done to improve the staff meetings for the next one.
  • Take time for recognition. Make sure to take a few moments to publicly recognize people. This will make them feel valued and makes other employees aware of what he or she has achieved.
  • Throw in some games once in a while. Like a “staff quiz” or “2 truths and a lie”, so people get to know each other a little bit better.

We hope this article helps you to make your staff meetings more productive and engaging. Your staff will accomplish much more than you ever imagined!

How can GAIKU help?

GAIKU to the rescue!  GAIKU is your perfect meeting guide. A powerful web app that gives you active guidance before, during and after any type of meeting. GAIKU knows everyone’s availability and writes your meeting minutes on the spot. Sign up to join our journey to better meetings!


9 tips to be a successful Scrum Master

Scrum mastery isn’t easy. The role of a scrum master is a challenging one. We’ve spoken to different scrum masters and made a list of useful scrum master tips to help you become a great scrum master. So, get ready to learn from the experts and be the best scrum master you can be!

gaiku scrum

1. Be a servant leader

The servant leader is servant first. Focus on the growth and well-being of your team members. Help your team members and remove impediments. Put their needs first to make sure every team member can perform as highly as possible.

2. Focus on one project at a time

You may be capable of handling multiple projects, but this could also mean that you’re partially committed to a project. To give your full 100% and to make sure the project is as successful as it can be, handle one project at a time.

3. Help the team define a clear definition of done

Make sure the definition of done is clearly defined. It should be a list containing all items that must be completed to deliver a quality software. Help the team to define quality checks, so that a team member knows how to determine if a task is done as expected.

4. Keep learning and researching

The world is changing. Make sure you change with it. If you don’t, it means that you’re going backward instead of forward! As a scrum master, it’s your responsibility to make sure your team evolves and keeps getting better at their work and teamwork. You can’t do this without learning and improving your skills and knowledge. Help your team grow by growing yourself.

5. Know your team

Make sure you know each team member. What are their strengths and weaknesses? What are their personalities? Do you know the team’s dynamic? Can you name the spouse and hobbies? Make an effort to know more about your team members. If you know them well, you’ll learn how to help them work better together.

6. Don’t show up for the daily stand up for a few days

As a scrum master, it is your goal to create a self-organizing team. To reach this goal, encourage the team to give updates and feedback to each other instead of to you. You may try to do this by not showing up for the daily stand up a few days, this will give the team the opportunity to self-facilitate.

7. Communicate, communicate, communicate

The success of a scrum project depends on clear and frequent communication in the team. As a scrum master, it is your job that the development team, product owner and stakeholders are up to date all the time. Make sure goals and tasks are clear for everyone and that they are updated regularly.

8. Make sure the team is involved in continuous improvement

During the retrospective, the team tries to find ways to improve the process, based on their experiences in the sprint. Make sure you motivate everyone to reflect on the process and to keep thinking about in during the whole process. This is important for the team to keep improving.

9. Ask yourself if what you’re doing is in line with the Agile principles

As a scrum master, you are responsible for making sure the entire team correctly follows the rules and principles of Scrum. You’re the one who coaches the team all Agile practices. So, every now and then, go back to the Agile principles and ensure that what you are doing is in line with all of them.

 

Want to learn more about scrum and the role of the scrum master? Check out these other posts: 

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Download our free e-book about meetings!

Do you want to learn more about meetings and how you can improve them to save time?

We’ve created an e-book ‘A brief introduction to meetings’. Chapters include meeting agenda, meeting types, meeting rhythms, what are meeting minutes, giving and receiving feedback, group decision making methods, and much more.

CLICK HERE to go to the download page.


tnw

GAIKU at The Next Web Conference

After we attended technology conference Collision in New Orleans, we already had the next exciting event waiting: The Next Web Conference in Amsterdam! The event took place last week, on May 18th and 19th, and we were able to show our great product to a lot of enthusiastic people.

The Next Web Conference was attended by 15.000 people, had an incredible lineup of speakers, great companies like Atlassian, Microsoft, Accenture, Amazon, and of course many promising start ups like GAIKU.

For us, the conference was definitely a success. Being able to speak so many people who claim they need GAIKU in their business lives, gave us a boost to keep going and improving GAIKU even more. No more death by meetings!

Video TNW

https://www.youtube.com/watch?v=uvZxhfhkcew&feature=youtu.be

Sign up for GAIKU

Ready to improve your meetings? GAIKU will be your guide before during and after any type of meeting. Sign up today!


meeting minutes

Meeting minutes Do's and Don'ts

Meeting minutes keep a record of everything that’s discussed and done in a meeting, including any decision made or action taken. It’s important that these minutes are accurate, so everyone knows what was decided and what needs to be achieved by what date. To help you take effective meeting minutes, we’ve listed some do’s and don’ts for you to hold on to.

Meeting minutes Do’s:

  • Record the date, time, location and type of meeting.
  • Use the agenda as a guide. The agenda will show you what needs to be discussed and decided.
  • List the names of the attendees.
  • Keep minutes at any meeting where people vote and record all motion and outcome of votes.
  • Record the number of votes.
  • Stay objective. Record what is discussed and decided without giving a judgment.
  • Be concise. It’s not necessary to record everything that is said. Just record specific motions and votes, and decisions.
  • Write the minutes as soon as possible after a meeting when everything is still fresh in your mind.

Meeting minutes Don’ts:

  • Include every detail from the meeting in the meeting minutes.
  • Be shy about asking for clarification during the meeting to get a point straight in your notes.
  • Include personal opinions or descriptive phrases.
  • Include words of praise or criticism from anyone.
  • Detail the debate over an issue. You should include facts in your meeting. What is discussed and decided? Not everything that is said. The meeting minutes shouldn’t be a transcript.
  • Wait to type up the minutes from your notes. The longer you wait, the less accurate they become. Do it the same day or the next day, while you still remember what occurred.
  • Record content in the minutes that could be embarrassing or inappropriate to an individual, company or the organization.
  • Keep draft or handwritten minutes. Discard the draft after minutes have been approved.
  • Don’t include personal comments or judgments.

Want to learn more?

Check out our other blogs:

Get GAIKU

Need help recording and storing your meeting minutes? GAIKU will be your guide! GAIKU is a powerful web app that uses intelligent technology to guide your local and remote meetings. Get GAIKU and improve your meetings. 

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Download our free e-book about meetings!

Do you want to learn more about meetings and how you can improve them to save time and money?

This blogpost is part of our e-book ‘A brief introduction to meetings’. Other chapters include meeting agenda, meeting types, meeting rhythms, what are meeting minutes, giving and receiving feedback, group decision making methods, and much more.

CLICK HERE to go to the download page.