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1. In the company I work for, organization is paramount. We have forms for
everything and everything, and they are usually efficiently designed so as to
contain a maximum amount of information with a minimum amount of fuss. Our
invoices, payment records, tax records, and personnel records are all flawlessly
organized. That is why I was so surprised when I actually looked at our meeting
notes. Apparently we had never come up with a standard format for minutes of
meetings. Everything was in complete disarray.
The secretary who took the meeting notes had training in transcription, and it
seems like she took that training too much to heart. A format for minutes of
meetings should be brief, straight forward, and to the point. It should contain
the essential details of what transpired during the meeting. The report should
be briefly summarize, any and all announcements made should be recorded, the
general nature of discussions should be simply described and, of course,
resolutions adopted should be written down as well. You don't have to describe
everything that everyone said, and you certainly don't need to do
transcriptions!
The format for minutes of meeting that the secretary had been using, however,
was almost as thorough as a court transcription. I had to admire the
thoroughness of the secretary, and she did seem to be a very competent and
intelligent officer, but nonetheless she had no idea how to write down meeting
details. It would be a nightmare to have to record all the minutes again, but
it seemed like this was what we would have to do. We had to individually go
through all of her notes, summarize them, put them down in the proper format for
minutes of meetings, and refile them. It took hours upon hours, and was not much
fun.
Now that we have more distinct, properly formatted notes, it is much easier to
review the records. Until we went through them all, there was just too much
information. A lot of people think that thoroughness is the only goal, but it is
not. In this modern business world, being able to safely include the relevant
information is even more important. If you are writing down too much stuff, the
important facts will get lost in the shuffle. If your format for minutes of
meetings is straightforward and to the point, however, any important decision
can be easily index and looked up at a moments notice.