By hiring a professional minute taker, businesses remove any concerns that important parts of the meeting will be missed or poorly reflected in the minutes. In other words, when a business hires a professional minute taker, meeting administrators and attendeees can squarely focus on the meeting itself.
At Global Lingo, we will assign professional minute takers who are experts in your field. As consummate professionals, our minute takers will know exactly what needs to be recorded to ensure success of the meeting and clarity in the minutes. Professional minute takers are trained to ensure unwavering levels of attention throughout the span of the meeting — rest assured that your minutes will remain consistent from beginning to end.
Using a professional minute taker will save your company time, something that is especially important when it comes to time-sensitive, business-critical meetings. Our team will take minutes quickly, freeing you up to discuss the important decisions that lie in front of you and your team.
Our minute takers will also provide a quick turnaround time, delivering the finished document much faster than an internal member of your team would be able to. You will also save time with a professional minute taker when it comes to reading the minutes. By providing a well-formatted document, your leadership team will waste no time attempting to decipher the notes.
While we continue to feel the effects of the coronavirus pandemic, it is important to limit the number of people in attendance at any given meeting. However, this increased need also means the need for a minute taker. At Global Lingo, we can provide completely remote minute taking services via a secure connection — in other words, you will receive in-depth and clear minutes without the need for any additional people in the meeting room itself.
At Global Lingo, we have consolidated our reputation as an outstanding provider of minute taking services on a local, national, and global scale. Feel free to stop someone and clarify what they mean before you write it down! Even more importantly, check the wording of a decision before you record it. Is the group making clear decisions? In an informal meeting, it is common for an idea to get raised, and then the discussion moves on, without checking agreement.
Often, in this situation, some people will think the idea is going ahead, and other people will forget about it. A minute-taker can help by noticing when this happens, and checking whether it is agreed and should be written down.
Are your minutes representing people's points fairly? If you aren't very conscious of what you're writing, you may find you mainly record the points you agree with, or focus on the opinions of people who are dominant in the group.
A question to guide you here is 'What will be helpful to the group afterwards? This may be different for each agenda item, so don't hold back from checking several times in the same meeting! For example, on a simple issue you might only record what you decided, on a controversial topic you might include your reasons.
Minutes often include:. Good points : moving to Market Square helped - many more people spoke to us; several members of the public commented on banners and props - suggests visuals were effective.
Points for improvement : it takes a long time to fetch the stall stuff from whoever did it last, would be good to have it stored in town.
Decisions : Carry on having stall in Market Square. Investigate where we can store stuff in town. Action point: Dimitri to call community centre to ask if they will store our stall materials. Deadline to feedback: next week's meeting. Summary of discussion: There were concerns that creating leaflets 'by committee' can be time-consuming.
At the same time, it was important to lots of people that the leaflet was 'right', we all want some input. Decision : The leaflet should be created by a small working group Tracey and Fatima volunteered. They should get guidance from the main group on key messages, audience, length and printing costs. Some people would like a chance to feedback on an early draft. Action point : Working Group to contact printers to establish options and prices; come up with a suggested process for drafting leaflet noting points raised in 'summary of discussion' above.
You might want to distribute hard copies only and then destroy them once they have been returned. You can then file the final copy in the company records with restricted access. Alternatively, if you use a board meeting portal , you can ensure that only authorised members who were at the meeting have access to the minutes.
You can also restrict access to the minutes completely once they have been approved. Remote working has been increasing in popularity in recent times, but since the coronavirus lockdown, the ability to run remote board meetings has become essential. With that in mind, you will need a few additional skills to call upon for remote minute taking. Here are some simple tips:. Board meeting software such as iBabs allows you and the meeting attendees to keep on top of the most recent documentation.
You can also interact through the portal to clarify decisions and action points that help you when completing the minutes. This enables you to adjust the document and make sure it is accurate ahead of its approval at the next meeting. With iBabs, board members can sign the meeting minutes and other documents securely, directly on the platform. No need to send hard copies of documents back and forth or chase board members to sign.
Other tech that can help you with minutes includes a recording device or dictaphone to record the conversation. This acts as a memory aid when recounting the events of the meeting. You could also video the meeting if the attendees agree. There are a host of minutes transcribing apps, such as Otter. Essentially, you download your app of choice to your device, record the meeting and it transcribes the conversation for you. Some apps require all attendees to run the app on their devices, others record the whole room.
There are a number of apps on the market, so you need to work out which features would work best for your situation. Whether you write the full names of each board member in minutes is up to you. It is quicker to use initials, although there are some potential issues, such as two people having the same initials. As long as it is clear who is being referred to, it is your decision.
You could start by listing all the attendees with their full names and then refer to them by their initials. Apologies in meeting minutes are the list of people who informed you in advance that they could not attend the meeting. You should note them in the minutes. The board minutes must be approved at the following meeting for them to be seen as a legal representation of what happened.
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