Author: Jacob Ahmadzai

Helping businesses improve performance with proven learning and development solutions. London based with a global reach.

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Hints & Tips Professional & Management

Minute Taking: An Often Overlooked but Important Skill!

What Are Minutes?

Meeting minutes are official records of what transpires during a meeting. They serve as a historical reference, document actions, decisions, and discussions, and provide a clear record of a meeting’s proceedings. Minutes are essential for accountability, tracking progress, and ensuring that agreed-upon actions are followed through.

meeting

Whether your meeting is in person, virtual or hybrid, where it has been agreed that meeting minutes should be recorded; it’s important to nominate someone comfortable and competent to carry this task out. If this skillset isn’t readily available within your team, we would recommend minute taking courses for beginners, or if you are looking for a minute taking template, we’ve included one at the end of this blog!

Types of Minutes

 

  1. Verbatim Minutes:

Verbatim minutes aim to capture every word spoken during a meeting. This type of minute taking requires a high level of skill and dedication, as the minute-taker must transcribe spoken words accurately and in real-time. These minutes are typically used in legal proceedings, courtrooms, and government meetings where an exact record of the conversation is critical.

  1. Summary Minutes:

Summary minutes provide a condensed version of what happened during a meeting. The minute-taker records the main points, decisions, and action items. Summary minutes are usually taken in business meetings, corporate settings, and nonprofit organisations, as they offer a concise overview of the meeting’s outcome without the need for a full transcript.

 

  1. Action Minutes:

Action minutes are highly focused on documenting the action items and tasks assigned during a meeting. They typically include details such as who is responsible for each task, deadlines, and progress updates. Action minutes are especially useful for project management meetings, as they ensure that everyone understands their responsibilities and timelines.

meeting

  1. Standard meeting minutes:

Standard minutes follow a structured format that includes sections for the meeting’s date, time, location, attendees, and agenda items. They provide a comprehensive record of what occurred during the meeting, including discussions, decisions, and any supporting documents or presentations. Standard minutes are frequent practice in corporate board meetings and government sessions.

  1. Informal meeting minutes:

Informal minutes are less structured and formal compared to standard minutes. They capture the essence of the meeting without adhering to a strict format. Informal minutes are useful in team meetings, brainstorming sessions, and small group gatherings where a more relaxed documentation style is acceptable.

Choosing the Right Type of Minutes for your meeting

Selecting the appropriate type of minutes for a given meeting depends on a range of factors:

  • Legal and Regulatory Requirements: Some organisations may be bound by specific regulations that dictate the type of minutes required. Verbatim minutes are often necessary in courtrooms to ensure an accurate record of proceedings.
  • Meeting Purpose: The purpose of the meeting plays a significant role in determining the type of minutes needed. For routine staff meetings or informal brainstorming sessions, informal minutes may suffice. On the other hand, formal board meetings or project reviews may require standard or action minutes.
  • Audience Expectations: Consider the expectations of the audience who will be reading the minutes. Executives and board members may prefer more formal and detailed minutes, while team members may find summary or action minutes more practical and accessible.
  • Resources: Assess the resources available for minute taking, including the skills of the minute-taker and the time allocated for the task.

Summary

Understanding the distinct types of minutes allows you to develop a successful minute taking approach to the specific needs of each meeting and audience. Whether you’re capturing every word spoken in a courtroom or tracking action items in a project management meeting, mastering the art of minute taking is a valuable skill that enhances transparency, efficiency, and decision-making within your organisation.

Please see link below for our promised template for successful minute taking!

MINUTES OF MEETING template

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Hints & Tips Leadership Development Management Training Professional Development

Categorising the Importance of Tasks

The ability to manage our time and tasks effectively has become a valuable skill. The “Urgent-Important Matrix” is a simple but powerful tool, which can transform how you approach your to-do list and maximise your productivity by placing each task in the appropriate quadrant. In this blog post, we’ll explore the concept of the Urgent-Important Matrix and how it can help you make informed decisions, prioritise tasks, and achieve your goals.

Understanding the Urgent-Important Matrix

The Urgent-Important Matrix, sometimes known as the Eisenhower Matrix, is a time management and Prioritisation tool. The matrix categorises  tasks based on two key factors: urgency and importance. By sorting tasks into four distinct quadrants, you can gain clarity on where to focus your efforts and ensure that you’re spending your time on activities that truly matter.

quadrant

Quadrant I: Urgent and Important

Tasks falling into this quadrant are both urgent and important. They require immediate attention and can significantly impact your goals, well-being, or deadlines. These tasks often arise unexpectedly and demand immediate action. Examples include pressing deadlines, crises, and time-sensitive projects. While it’s important to address these tasks, constant firefighting can lead to stress and burnout if not managed effectively.

quadrant

Quadrant II: Not Urgent but Important

This quadrant encompasses tasks that are important but not necessarily time sensitive. Focusing on Quadrant II tasks is key to both proactive and strategic planning. This is where you’ll find activities like goal setting, long-term planning, skill development, and building relationships. Investing time in Quadrant II can prevent tasks from moving into Quadrant I and enhance your overall productivity and well-being.

quadrant

Quadrant III: Urgent but Not Important

Quadrant III contains tasks that are urgent but lack true importance. These tasks often involve distractions, interruptions, or other people’s priorities that may not align with your own. While these tasks may seem pressing, they can divert your attention from more meaningful activities. Delegating or minimising Quadrant III tasks can free up time for higher-priority activities.

quadrant

Quadrant IV: Not Urgent and Not Important

Tasks here have neither urgency nor importance. They are timewasters that offer little to no value in achieving your goals. Engaging in Quadrant IV activities, such as mindless scrolling on social media or other unhelpful distractions, can hinder your productivity and prevent you from focusing on more valuable activities.

quadrant

How to use the Matrix

Using the Urgent-Important Matrix requires a thoughtful and systematic approach:

 

  1. Identify Tasks: Start by listing all the tasks on your to-do list.
  2. Categorise Tasks: Place each task in the appropriate place based on its level of urgency and importance.
  3. Prioritise: Focus on tasks in the top left, but also allocate time for Quadrant II activities to prevent future crises.
  4. Delegate or Limit: Find ways to delegate Quadrant III tasks or limit your involvement to maintain your focus.
  5. Eliminate or Minimise: Avoid activities in the bottom right, as they offer little value to your goals.

Summary

The Urgent-Important Matrix is a great tool for anyone wanting to improve their time management, make informed decisions, and enhance productivity. By categorising tasks based on their urgency and importance, you can prioritise effectively, reduce stress, and maintain a healthy work-life balance. By aligning your daily actions with your long-term goals, you can take control of your time and pave the way for greater success.