We all schedule meetings on our calendars. But people who take notes at meetings need to schedule three events on theirs:
- Time before the meeting to review the agenda, reports, and presentations that attendees have shared in advance
- Time to attend the meeting
- Time to complete a final draft of the notes
When I taught the online course Meeting Notes Made Easy (now self-study), people were surprised to hear this advice. But they were quick to realize that taking time to prepare for the meeting makes the note-taking task less stressful and more successful. Setting aside time to finish the minutes helps get the job done without scrambling to type and distribute them just before the next meeting.
I confess that I recently ignored my own practical advice when I took minutes for a group on a Sunday in September. Although I prepared for the meeting, when it ended on a sunny afternoon, I skipped the final writing task and did not add it to my calendar. Now I am pressed to get the notes done before the group meets again and feeling guilty about the delay.
Yes, adding three events to your calendar is a great way to take and complete notes confidently and calmly. I will be sure to follow my advice next time!
If you want to take better meeting notes and minutes, take the online self-study course Meeting Notes Made Easy.
Now let me sit down to finish those September minutes.