Often, writing meeting minutes is seen as a necessary evil. That this doesn’t have to be the case at all, and that meeting minutes are very important communication and effective documentation tools, is described by Lena Pritzl from ProjektMagazin.de in her latest article, which we, of course, read very carefully.
A few weeks ago, we discussed the question of how to write meeting minutes as effectively as possible here on our blog (see Writing meeting minutes more effectively with iPROT). In her article, Lena Pritzl has now very clearly described several reasons that highlight why meeting minutes are important communication tools. Furthermore, she also provides some important organizational tips regarding minute-taking. These were our three highlights from Lena’s article:
- Meeting minutes are an essential tool for project documentation: In addition to meta-information about the meetings (who was present, where and when the meeting took place), they also contain meeting content and decisions made, as well as assigned tasks. Meeting minutes thus contribute significantly to the traceability and reconstructability of the project’s progress. This is also a key focus at iPROT and a central component of our software, with which you can document projects completely and seamlessly.
- Task lists are an integral part of meeting minutes: “Meeting minutes are indispensable when it comes to documenting decisions and defining tasks,” writes Lena Pritzl. In our opinion, there is nothing more to add. With iPROT, you have an easy and intuitive tool that allows you to effectively and quickly record tasks and assign accountability along with deadlines.
- Concise outcome-based meeting minutes instead of boring meeting prose: If it is not necessary to reproduce the exact wording of a conversation, then outcome-based meeting minutes are the ideal form of documentation. Decisions (if necessary, including a brief description of the decision-making process), resolutions, and resulting tasks are summarized in short and crisp sentences. This significantly reduces the time required for minute-taking without any loss of quality. iPROT specializes in this form of outcome-based meeting minutes and, through its simple operation, makes it possible to write minutes directly during the meeting and then distribute them immediately with just one click. This ensures that the entire project team has all relevant information and tasks available immediately after the meeting and can start implementation right away.
