If you work in an administrative capacity, you may have the role of attending meetings, taking down minutes and transcribing them. Transcribing meeting minutes quickly and effectively is a real skill. You must delicately balance retaining important information but also not making it too lengthy. The important matters and summaries of important points must be clear and concise. Transcribing meeting minutes quickly and accurately means taking a few steps to improve productivity and understanding the goals of the meeting.
Fresh in Mind
The most effective way to quickly transcribe meeting minutes is to do so while the meeting is still fresh in your mind. If the notes are clear in your mind, you will be much faster when transcribing them. If you wait too long and don't do it while the information is fresh, you may have difficulty remembering the salient points, even if you have the minutes of the meeting in front of you.
Be selective in what you decide to include when transcribing minutes. Not only will this make the process quicker, but those who will be referencing the information will appreciate it. If you are transcribing minutes for a meeting and there are harsh words or heated conversation, there is usually no need to transcribe that information verbatim. Often times, no one will want to be reminded of what happened if it was something that was said in the heat of the moment. Instead, convey the general tone and discussion without listing the particulars of the conversation.
Learn to condense lengthy and divergent discussions into a general summary. Rather than noting everything said in a discussion that ran contrary to the goals and outcome of the meeting, summarise the basics and also the outcome. Utilise action words when doing so. With practice, you will learn exactly what is considered important and what is not.
Bullets and Numbering
Learn to utilise the bullets and numbering functions in your word processor. Using them can make transcribing meeting minutes quick and succinct. Use bullets and numbering to list points of the meeting and possibly action items. If you are not familiar with bullets and numbering, take some time and learn how to use these functions. Tutorials are available within most word processors.
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