The other day when I led the online course Meeting Notes Made Easy, an attendee I'll call Sheila asked how to avoid going into too much detail. Sheila worried that she usually writes a transcript, when what people need from meeting minutes are key points, decisions, and action items. Yet she did not know how to include less information. As people talked, she wrote.
Sheila admitted that people probably did not even read her meeting notes. Why not? Because they're too long.
If you too record everything people say, here is a way to summarize:
Choose the right verbs.
The right verbs are ones that help you summarize. These are words such as discussed, presented, gave, explained, and summarized.
The wrong verbs are ones that lead to word-for-word statements: said, stated, responded, replied, and countered.
The wrong verbs invited unnecessarily long passages like this one:
"Carol said desktops were a better choice because they're easier to work on. Hallie stated that she preferred laptops, so we can take them on the road. Nguyen countered with a preference for desktops because if people take the laptops on the road there won't be computers in the room for the purpose we had in mind. We all put in our two cents. Finally we decided on two desktops and one laptop."
Compare the passage below, which covers the discussion with one good verb: discussed.
"We discussed the merits of desktops and laptops. Decision: Purchase two desktops and one laptop."
These verbs help you capture what happened without "he said, she said" details.
- Stacy explained how the system works.
- Rubina summarized the customer data. The key finding was . . .
- Sam presented his group's proposal, which is attached.
- Lars gave an overview of the audit planning process.
If you have suggestions for Sheila that will help her eliminate unnecessary details in her meeting minutes, please share them. I will happily pass them on to her.
To learn more about how to take meeting notes and minutes the easy way, take my online self-study course Meeting Notes Made Easy.