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Keeping track of progress: note taking

Keeping track of progress: note taking

There is not a single business that functions without meetings. So, needless to say, many meetings are organised to connect with colleagues, customers or stakeholders in general. A lot of effort is put into organising and preparing a meeting but, unfortunately, any follow-up afterwards is often no more than a sad anti-climax. There are many possible reasons. Time constraints, lack of motivation, bad management or scarce resources, to name but a few.

However, sometimes the reason for a an unsuccessful meeting is down to no one actually keeping track and taking note of what is said in a meeting. So, there is a burst of creativity, energy and enthusiasm, ideas are shot back and forth and then everyone returns to their offices and the reality of day-to-day business crushes the magic of the team effort. It takes half an hour, at most, before people start to forget what was said during the meeting and everyone just settles back into their daily routine. A week later when the follow-up meeting occurs, no progress has been made and with every subsequent meeting, motivation dwindles - until it disappears.

There is a way to make sure that what is said during a meeting is not instantly forgotten: taking notes. An efficient meeting starts with a clear agenda and strict time keeping and ends with a report of everything that has been said. This should include action points for the relevant people. Even if you think that drafting this report is cumbersome, you will notice that it will help you to keep moving forward towards your goal. Take turns in taking notes or hire a note taker - if you need your team’s full attention on the issue at hand.

There are notes… and notes

Depending on the topic or type of meeting, you do not always need a verbatim account of everything that has been said. If the meeting is about informing employees on some matter then maybe you can send the presentations and just summarise the question and answer session? Are you having a brainstorming session? Then you could just have a top 10 of great ideas. And if the discussion is about how to solve an issue that arose - an overview of who does what and when is probably what you need.

When you are preparing a meeting, think about the type of report that suits your objective best. It may be that a full transcript of everything said is most suitable, but maybe a short action list is all you need? Make a conscious decision about this and you will find that it is easier to get yourself and your team organised and that momentum and energy is not lost when the meeting is over.

Do you want to know more about note taking - or would you like to try one of our note takers? They can work from a recording or attend your meeting, if that is what you prefer.

Let us talk through your meeting and your objectives and get you the best match for what you most need.

+352 2 619 6054
contact@presencegroup.eu