Post-Meeting Notes: How To Stay Informed and Save Your Time

Post-Meeting Notes

Assuming that meeting participants will work on all the tasks assigned to them in a meeting is simply not responsible. Following up is critical. By sending out a meeting summary, or meeting notes, after your session will ensure that people stay organized and take accountability for their tasks.
This article will outline how to take post-meeting notes and which tool can help you do this more efficiently!

What are Post Meeting Notes and Minutes

Have you ever been in a situation where you try to look back on your meeting notes from a while ago and struggle to try to understand them? If the answer is yes, that means you need to spend more time on post-meeting notes and summaries!
Post-meeting notes are essentially a recap of everything that was discussed at a meeting, intended to be used as a reference for action points and decisions made. After all, the effectiveness of a meeting is usually determined by the results that come from decisions made during the session.
The more time you spend summarizing, storing, and following up on action points after a meeting, the less time you’ll waste later trying to sort through information that no longer makes sense.

Which Information Should be in Notes and Minutes

If you know Notiv, you know that we always talk about the importance of having a meeting agenda. Not only will it help you stay organized and on track during your call, but it can also serve as an outline for what to include in your post-meeting summary.
When you get into the rhythm of doing this for all your meetings, your meeting notes, and post-meeting notes will all be formatted the same way, making it easier for your colleagues to know what to expect when you share meeting notes with them. It’s a win-win for everyone.
For almost all types of meetings, there are certain bits of information that you should always include. Here are the most important ones:
1. Time and date of the meeting
Though this point seems obvious, writing down the meeting’s time and date can be helpful later when you review your notes to see what choices were taken and what steps you need to take as a result of the meeting.
2. Names of attendees
Make a list of attendees so that you can easily recall who was involved in the decisions and ideas discussed at the meeting. The best way to do this is to keep track of names as you send out (or receive) meeting invitations. Instead of hastily writing down names as participants enter the meeting room, you can prepare a list of names ahead of time and check them off as they come.
3. Topics discussed and decisions made
One of the most essential elements of your post-meeting notes is this section. Take notes on any significant discussions, roadblocks, or action plans that come up. Write them down when they’re being discussed rather than after the meeting so that you can recall them better.
4. Important questions and answers
Writing down any questions asked and answers offered during the meeting will help put the notes in context and better understand the expected outcomes, allowing you to collaborate more effectively with your team to achieve common goals.
5. Action items
Finally, list the actions that need to be taken, who is responsible for them, and when they are due. Unfortunately, we often only jot down action items that have been assigned to us, and as a result, we lose sight of the big picture and the overarching goals that we are attempting to reach with our teammates.
As a result of adding these things to your meeting notes and summary, you will have easy access to the most critical information from the meeting, right at your fingertips.

Things to Do After Meeting

After the meeting ends, you should write and distribute the meeting summary within 24 hours, if not sooner. With each passing hour, your capacity to remember and capture the details of each discussion point deteriorates.
Here are the steps you should take after your meeting comes to an end:
1. Consolidate your meeting notes
Often meeting notes are taken using different methods. For example, some people prefer pen and paper, while others record their meetings (more on this later!). Combining these different kinds of meeting notes is a difficult task since participants have varying styles of taking notes and the issue of repetitive data. By using a meeting recording tool, you can rely on a consistent notes style. Additionally, using a tool like Notiv will ensure that notes are taken in a clear format and are taken down in the correct order, based on the agenda.
2. Create the Meeting Notes/Minutes Document
Creating a document for your notes or meeting minutes is usually tedious. Unless you have a template already, it is long and laborious to do it from scratch.
Notiv, on the other hand, is a pro at this. By automating meeting notes and minutes, you can save yourself time and resources on more important tasks. Notiv provides a formatted and detailed summary of everything that went on in your meeting in just a few clicks.
3. Distribute the meeting notes
As we mentioned above, you should not waste time when it comes to sending out meeting notes in your follow-up email. If you do not send your meeting summary out promptly, people will lose accountability, and there may be delays with deadlines, causing a domino effect of unproductivity for everyone.
A meeting tool like Notiv allows you to send a summary to attendees immediately after the meeting ends. You’re also able to share Notiv’s recording and transcript with those who were unable to attend or people who need to be aware of the discussions and decisions made.
Notiv reduces the time between the end of the meeting and the distribution of the minutes/notes to the attendees, allowing for progress to be made faster.
Distribute the meeting notes4. Archive meeting minutes (if applicable)
This point only applies to meeting minutes, not notes!
Making meeting minutes available to staff is an important aspect of meeting management. Companies are required to establish accessibility procedures to ensure that only staff with access rights can view past meeting minutes due to security concerns. This requires uploading and organizing the minutes on a shared access drive in a logical manner.
With Notiv, users can easily search through past meetings for subjects, tasks, notes, or decisions linked to a specific search phrase and then combine the results into a single consolidated document if needed.

5. Focus on action items and tasks

Tasks are the foundation of progress, and many tasks are frequently addressed and assigned during a meeting. Unfortunately, because there are so many task tracking systems out there, duties assigned during meetings are often not adequately enforced and fall through the cracks.
Notiv helps you stay on track by sending you a summary of your meeting, which includes highlights and action points, so no information ever gets missed again.

6. Provide resources that were referenced
When sending out your meeting summary, be sure to include documents and other relevant information that was discussed but not distributed during the meeting. Doing this promptly will maintain interest and commitment to the agreed-upon goals.

Automation Tool for Meeting Notes & Minutes

As we’ve outlined in this article, Notiv is an excellent solution for all of your meeting management needs. Let us summarize.
Notiv records, transcribes, and summarizes your meetings with highlights and action points so that you can put your pen down and focus on having productive conversations.
Notiv connects to your Google or Office calendar, quietly slides into your meetings, and does all the note-taking for you in real-time. Then, with the help of speaker ID, Notiv builds up a speaker profile of attendees and helps you remember the details of your meeting word-for-word as they are being said.
After your meeting ends, Notiv sends you the recording, transcript, and summary to share with meeting participants or other people who need to be aware of what happened. Sending post-meeting summaries has never been easier!
To find out more about how Notiv works, click here.
If you’re interested in trying it out for yourself, we suggest signing up for a free trial. Trust us, you won’t be able to look back!

Conclusion

To sum up, agreeing on action points and responsibilities during a meeting and expecting perfect results is just not enough. Following up is key to making sure deadlines are met.
Often, people need to be reminded of their responsibilities and tasks. Not following up with them may send the message that not much action is expected. So, take time after your meeting to properly format and send out the meeting summary.
Click here to find out more about how Notiv can help you with your team meetings.

Automate Meeting Notes from Recruiting Interviews

Automate Meeting Notes

Hiring new team members comes with a lot of responsibility! As an interviewer, you have to listen, speak, take notes and keep track of the conversation, all at the same time. As you do more and more interviews, you end up having the same discussion repeatedly, and details of who said what starts to get mixed up.
This article will outline how you can take more effective meeting notes during interviews, get organized, and what one tool could be a complete game-changer for you!

Automate Interview Note Taking: Tips for Recruiters and HR

When it comes to the hiring process, it’s nearly impossible to remember who said what after interviewing multiple candidates. However, interviewers who take notes during the interview can later score and rank the candidates to make a final decision.
Here are some of our best tips on how to take practical interview notes:
1. Explain why you’re taking notes
Candidates will have more confidence in the interview process if they know from the beginning that their responses are important enough to capture. Let candidates know you’ll be taking notes on important things to help you recall them after the interview.
2. Clarify unclear responses
If a candidate’s answer is unclear, ask them to repeat it or clarify. It may be a matter of not understanding what you said, or the candidate could be trying to avoid answering a question. Having clear responses to questions is vital, as it will help you make an informed decision about who to hire.
3. Take notes in a separate document
Do not take notes directly on the application form that the candidate sent in. Instead, use a separate document to keep track of the conversation, whether by hand or on your laptop. This will also allow you to write down comments and scores without the candidate seeing them.
4. Automate your meeting notes
Finally, the best way to take accurate meeting notes is by using a meeting recording software like Notiv. Doing this will allow you to have a word-for-word recording and transcript of everything that was said. You will be able to share this with people who need to be aware of what was discussed, such as team leads, C-level executives, and other decision-makers.

Why Recruiters Should Transcribe Interviews

Working in HR entails speaking with a lot of people. Understandably, it is difficult to keep track of precisely what was said in every conversation, especially when it comes to interviews because you end up speaking to so many people and having similar conversations over and over again. While note-taking is an important skill to have regardless, here are the top 3 reasons you should keep accurate notes during interviews.
1. The ability to distinguish between candidates
When you have many different candidates lined up for one position, it can be easy to forget who said what and come to a final, well-informed decision about who to hire. By taking notes or recording the interview, a recruiter can differentiate between candidates’ qualifications, capabilities, and goals.
2. Scoring candidates
By taking accurate notes during the interview, you’re able to compare skills between candidates and weigh up other factors, such as desired salary and past employment history.
3. Protection for the recruiter
In extreme cases, recording the interview can protect the recruiter against claims of unfair discrimination in the hiring process. In addition, by capturing the conversation word for word, you can have clear evidence of what was said and defend your hiring decision if needed.

Meeting Transcription Notes for Recruiting

By having a recording and transcript of your interviews, you’ll be able to:

  • Focus more on the conversation at hand,
  • Spend less time taking notes yourself,
  • Evaluate candidates more effectively,
  • Keep a word for word record of what was discussed,
  • Share the details of the interview with decision-makers.

Automate Meeting Notes

Very few people have direct contact with candidates during the typical hiring process. Companies mostly rely on HR reps to make the right decisions. With Notiv, you can get the whole team involved. Recording the interview will allow teammates, team leads, and other players to know the candidate and offer their input. After candidates have been shortlisted, managers and C-level executives can look through the recording and transcript and make their final decision.
You will create a more efficient hiring process when you start implementing this with all the candidates you interview. In addition, having a recording and transcript of all your interviews will allow you to stay organized, reach important decisions faster and store important information in the cloud where others in your organization can access it.

Take Notes During Interviews with Notiv

We’ve outlined all the fundamental reasons you should keep records and transcripts of your meetings, but we’re now left with one question – how?
Notiv is here to help!
Notiv is an AI-powered note-taker that slides into your meetings and takes notes while you stay on track and focus on the conversation. Notiv will record, transcribe and summarise your meeting with action points, highlights, and rundowns of what went on.
By connecting Notiv to your Google or Office calendar, it will automatically join your meeting. Then, as your meeting goes on, Notiv silently does all the note-taking for you because we know how difficult it is to listen actively, speak and take notes simultaneously! To get more details on how Notiv works, click here.
After your meeting ends, Notiv will send you the recording, transcript, and summary, and you can share it with relevant parties like C-level executives and other decision-makers.
Additionally, Notiv allows you to search the transcript for a specific word or phrase if you need to remember a small detail, which ends up saving you hours!
To get a free trial of Notiv, click here.

Conclusion

We created Notiv to give employees (and organizations as a whole) a productivity and efficiency boost
Save yourself time, energy, and resources by using Notiv to write your meeting notes!
To find out more about how to take notes more expertly, click here.

The Best Way to Take Notes During a Meeting

Take Effective Notes

How to Take Effective Notes During a Meeting

Have you ever sat through a business meeting only to forget what was discussed as soon as you left the room?
The ability to take effective meeting notes is a skill that is useful, no matter what your job is. It helps you stay organized and can even help strengthen your relationships. If you’re looking to brush up on your note-taking skills, you’ve come to the right place. Keep reading to find out how you can take meeting notes more effectively.

How to Take Notes in a Meeting that Really Work

Before we get into how you can take effective meeting notes, it is important to define exactly what meeting notes are. Meeting notes are not the same as meeting minutes. We have past blog posts that talk all about meeting minutes, what they are and how to take them, which you can check out here.
Meeting notes are less formal than meeting minutes and are usually not intended to be distributed to other attendees; they are typically just for your own, personal use. They can be used as a quick reference for important topics discussed in your meeting, such as goals, roadblocks, deadlines, and new ideas.
Writing meeting notes does not include word for word transcription of the discussion, but rather, taking down essential ideas that will be useful to recall later. Although meeting notes aren’t as structured or formal as meeting notes, they should still be written according to some sort of guideline. If you don’t, you might find that your notes lack context and are a little confusing.

Which Points Should Be in Your Meeting Notes

Take Effective NotesIf you’re unsure of what exactly to include in your notes, follow this simple structure. Here’s what you should include:

1. Time and date of the meeting

While it may seem like common sense, noting down the time and date of the meeting will be important in the future when you look back on your notes to see what decisions were made and what actions you have to take following the meeting.

2. Names of attendees

Note down a list of attendees so that when the time comes, you can easily remember the people who were involved in the decisions and ideas that were discussed at the meeting. Our best tip on how to do this is by noting down names as you send out (or receive!) the meeting invite. That way, instead of frantically writing down names as people walk into the meeting room, you can have the list of names ready and cross them off as people arrive.

3. Topics discussed and decisions made

This is one of the most important parts of your meeting notes. Take down any important discussions, challenges and action plans that are discussed. Write them down as they’re being discussed, as opposed to after the meeting, as it will help you better remember it. Another added bonus of taking notes down as the meeting is happening is that it will reinforce that you understand what is being discussed and will not lead to any misunderstandings later.

4. Important questions and answers

Writing down any questions asked and answers given during the meeting can provide context to the notes and give you a better grasp of the planned outcomes, allowing you to better work with your team members to reach common goals.

5. Action items

Finally, note down action points that need to be taken, who it’s assigned to and what the deadline is. We often only write down action items that have been assigned to us, and as a result, we lose sight of the bigger picture and the overarching goals that we are aiming to achieve with our teammates.

Best Note Taking Methods & Strategies

You can stay on top of actionable tasks and important deliverables by taking effective meeting notes. Record any key discussions in your meeting notes so that you or your team can refer back to them later. Here are a few tips to help you make sure your note-taking techniques are effective.
1. Choose your preferred note-taking method
This comes down to a matter of personal preference. For your reference, here are some possible methods for you to choose from:

  • The outline method – This method relies on your meeting agenda. List the key points outlined in the agenda and as the meeting progresses, fill out the details underneath each point.
  • The quadrant method – Divide your notes into four sections, labeling each one with general notes, action items for yourself, action items for other team members, and questions and fill them out as the meeting progresses.
  • The slide method – If your meeting is a presentation, ask the presenter if you may have a copy of the slide deck ahead of time. As the speaker is speaking, you can add any notes you have to certain slides.
  • The Cornell method – With this method, you take notes in 2 columns. The small column, the left one, is for highlighting the key ideas of the meeting. The larger column, the one on the right, is for writing down more detailed information.
  1. Don’t write things down verbatim
    It’s a waste of time and energy to try to copy down meeting notes word by word. A meeting involves a lot of talking, but not all of it is necessary for people who will be reading the meeting notes afterwards. So that you can focus on the practical work that matters most, write down the major topics that are discussed, the outcomes of that discussion, and any future steps.

Use shorthand, symbols, acronyms, or abbreviations to quickly get common phrases or concepts onto the page if you’re handwriting your notes. Just don’t forget to keep track of their meanings to avoid confusion later.

3. Use a template
If you know us, we always recommend using templates when it comes to note-taking! This will save you time on formatting as you go along. Regardless of who is taking notes, all of your meeting notes will have the same format, and if you choose to share them, everyone on the team will know what to expect from your notes.

4. Transcribe your notes (with Notiv!)
It is often difficult to actively listen, participate in the discussion and take notes at the same time. Use a note-taking software like Notiv to take notes for you while you focus on having productive conversations. By recording your meeting using a software like Notiv, you are able to get the important details of the meeting from the transcript and won’t have to listen to the whole recording again just to remember something small, like a date or a name.

Automate and Optimize Your Meeting Notes with Notiv

Notiv is here to help you record, transcribe and summarize your meetings so you can focus on having productive conversations.  As time passes, you may look back at your physical  notes and they might no longer make sense to you. By having a recording of your meeting, you’ll be able to refer back to what was said and get word for word reminders of what decisions were made and how they were reached. Additionally, voice is more engaging and you’re able to listen to the meeting as you’re on the go.
Notiv uses artificial intelligence technology to record and transcribe your meeting notes with summaries, highlights and action points. Notiv automatically syncs with your Google or Office calendar to join and record your scheduled meetings no matter where your meetings are held. It takes notes in real time based on what is being said with speaker ID, so that you can differentiate between speakers in the transcript.
After your meeting ends, Notiv will automatically send you an email with the recording and transcript that you can share with meeting attendees or those who need to be aware of what happened during the meeting.
Notiv helps you stay on track and collaborate with your team in an easy and efficient way. To get more details on how Notiv works, click here.

Note Taking Template

There are many free templates out there online but this is one we personally like. Depending on what your meeting is about, your notes may vary but overall, this simple template provides a structure for any meeting.

Conclusion

Before attending your next meeting, think about what you aim to achieve out of it. This will help you with your note-taking and will directly affect how you retain information after the meeting.
Creating a centralized area where all due dates and action items live is the easiest approach to keep your project and meeting notes organized. We recommend using Notiv to keep track of your meetings. To try Notiv out for yourself, click here.

How to Convert Voice Meeting to Text

Voice Meeting

How to Convert Voice Notes to Text in a Meeting

If you have a lot of meetings, converting speech into text is a valuable activity. Voice notes and transcriptions of meetings can help create accurate meeting notes, make it easier to review meetings, and provides a record of interactions with other team members or clients. We explain the benefits of transcribing voice recordings and give a breakdown of the best voice notes apps. Before the rise of applications, if someone wanted to transcribe a meeting, they’d have to furiously write down everything that was said. Thankfully now, software can help you turn speech into text.

Why Transcribe Voice Recordings to Text?

Voice Meeting

Recording meetings in general is a useful thing to do. It is very common that in meetings a lot of topics are approached, someone’s connection is bad, and generally, people don’t remember what happened. A recording in the first place is a good tool to prevent this. However, recordings alone require whoever wants to review it to go through the entire meeting to find the key information, this is why you should think about software to record and convert voice memos into text. A conversion of the speech into text makes it considerably easier to find key information that is needed. 

Effectively, converting voice meeting notes is vital for several reasons:

  • Allows meeting members to focus on the meeting, without having to write everything down
  • Provides a record of meetings, to ensure nothing is lost
  • Creates an easy to search log. If you remember something was said in a meeting, open the transcribed notes, and you can search for keywords. 
  • Any voice notes you take outside of meetings can be transformed into note documents, that can be polished and shared with others, or turned into meeting recaps
  • Clients can also check the meeting log and transcribed voice notes, to ensure that all parties understand their needs
  • Agendas for future meetings can be based on the information that is logged
  • Action items can be ascertained and made clear
  • There are no grounds for dispute on what was said or agreed upon previously when you have turned the speech into text
  • Those who missed the meeting or had a poor connection can review the meeting

These reasons give you an understanding why it’s so important in meetings to convert voice notes online with the help of software. 

Best Voice Notes Apps for Meetings

Voice Meeting

There is a range of voice notes apps, and tools you can use to help turn speech into text.  Some are dictation apps, to help transcribe voice notes, whereas others are more useful for meetings specifically, by recording and transcribing the entire meeting. Some software can help you record meetings, but they do not allow you to convert voice memos to texts, so that is not useful for meetings. If you want a software to turn voice memos to text, it is good to focus on what integrations the software programs can provide, and find out if it can summarize key information, which saves time trawling through entire recordings. 

Dragon Anywhere

Dragon Anywhere is a voice recording software, that boasts accurate speech into text transcription of any voice notes. This is particularly useful for recording lengthy dictations, for example if you want to craft messages or turn long voice memos to text. It has no time limit, so it can be used to record meetings as well. The disadvantages are that it is not specifically an integration for online call apps, and it’s quite expensive. 

Panopto

Panopto is an integration for various call software. It can record and transcribe entire calls and meetings, which are then converted into secure documents that can be edited and shared. Not only can it turn audio of speech into text, it can record video. The disadvantage is that while it turns voice notes to text, it only transcribes the meeting, meaning if you were hoping for a summary of the meeting that you can share, in concise form, you will have to edit the transcription yourself. 

Notiv

Voice Meeting

Notiv can record any meeting, on any call software, allowing you to transcribe voice notes online, without expansive heavy separate software. It records the entire meeting, automatically transcribes, but unlike other apps, it summarizes the entire meeting into the key action points and tasks which you can then assign. The recording and summaries can be shared via other apps, such as Slack, and logged for future reference. Because it records and summarizes, it effectively takes and transcribes voice meeting notes for you, allowing participants of the meeting to entirely focus on the discussion, rather than having someone take lots of notes.  The disadvantage is that it does not record video, however, it has a wider range of use on various applications and integrations than most other apps. 

How to Transcribe Voice Notes into Text with Notiv

Voice Meeting

Notiv synchronizes with a range of call software, to allow you to turn any speech into text. Zoom, Google Meet, and Microsoft Teams calls, can all be recorded, transcribed and summarized. Notiv works on your browser, and you can log in with a Google or Microsoft account to integrate your calendar and meetings. Because Notiv integrates with your virtual calendars, it knows when meetings are taking place, and notifies relevant parties with the summaries after. 

After integrating, you toggle Notiv on for upcoming meetings or recurring ones from your calendar, to automatically record and transcribe them. It will then notify you beforehand to ensure you are prepared as the note taker. If you haven’t previously given Notiv permission to record, you can just open the browser and start recording when in the meeting to transcribe voice notes online. After the meeting, there will be a recording of the audio with the transcript, and a summary. 

Additionally, to the note taker, it then provides what it believes are key moments from the meetings, which can be turned into action items that can be sent to team members via Slack.

Conclusion

Voice Meeting

We have explained why you should transcribe your meeting notes. Converting speech into text has multiple benefits for any organization, from providing a log, to making clear and easy reports and summaries, and to achieving clarity with other team members and clients. There are a range of different voice note apps out there, each with different advantages and disadvantages. Transcribing and summarizing voice notes is easier than ever thanks to applications such as Notiv, which not only records and transcribes, but provides summaries that then allow you to create action items, all of which can be easily shared. Consider learning more about Notiv and how it can be useful for you, particularly when in meetings.

One on One Meeting with Employee: The Full Guide for Managers

One on One Meeting

Effective One on One Meeting with Employee: The Full Guide for Managers


If you need to conduct a 1 to 1 meeting but don’t know where to start, you’re in the right place. This article will break down everything you need to know about what one on one meetings are, how to conduct them and what kind of questions to ask.
The 1-1 meeting might become simply another meeting in your day if you don’t have the right framework, agenda, and mindset in place. Here’s how we’re going to make the one-on-one meeting your most essential meeting.

What Are One-on-One Meetings?

A 1:1 meeting is a frequent check-in between two people in a company, usually a manager and an employee. It’s used to provide feedback, keep each other informed, manage problems, and assist employees advance in their professions. These types of meetings urge managers and their direct reports to have frequent performance check-ins and conversations.
Unlike status meetings, for example, 1-on-1 meetings provide employees with the opportunity to ask for help, get advice and speak openly about their concerns and potential issues.

Purpose of One on One Meetings

While it can feel time-consuming at times, the payoff of 1 to 1 meetings is enormous. Managers can build trust with individuals and within their teams by having regular conversations. As a result, workplace trust strengthens teams, allowing employees to work in new and collaborative ways in a comfortable setting.
1-on-1 meetings also benefit managers by improving their coaching skills. As a leader, you are applying and practicing a coaching approach by learning to actively listen to your team members and providing direction and feedback along the process. Managers may better support employee performance and boost overall team success by becoming better coaches.
Additionally, 1 to 1’s are great for making employees feel valued. It is not often that they get to speak openly and honestly about their thoughts, feelings and concerns so having these types of meetings makes them feel like their thoughts matter, which builds confidence.
Finally, one to one meetings encourage a problem-solving mindset. Having your weaknesses or struggles highlighted in a group setting is never pleasant, so 1 on 1’s provide a sense of safety where problems can be discussed in a transparent way, allowing them to be fixed a lot faster.

What to Discuss in a 1 on 1 meeting?

Later on in this article we will give you a list of some specific questions you can ask but here is an overview of topics that can come up:

  • Work habits
  • Employee performance
  • Team collaboration
  • Levels of engagement
  • Short- and long-term goals
  • Professional development plan
  • Manager improvement

Keep reading to get an idea of some questions from these topic clusters!
Overall, one on one meetings should be tailored to each individual but there is a general structure you should be following to make sure every 1 to 1 runs smoothly.
1. Set a meeting goal
Decide what you want to achieve with this meeting and let your direct report know so you can work together to achieve this goal.
Some typical goals include:
– Identifying and removing roadblocks

– Checking the direct report’s mood (are they content or upset?)

– Update on the situation (I.e. How projects are coming along)

– Professional development goals

Break the ice
Start the meeting off with some lighthearted chatting to help your direct report feel at ease. Don’t talk about the weather. Ask them a personal question as a warm up to the relatively personal conversation you’ll be having in a moment’s time.
3. Don’t treat it as a status update
While this may seem like the perfect opportunity to catch up on how projects are going and how your team member is feeling about their workload this week, don’t treat the meeting as a status update. This meeting is intended to strengthen your relationship and for the employee to feel listened to, and heard.
4. Use the Balance Framework
The Balance Framework involves talking about 4 topics equally. They are Growth and Development, Work, Motivation and Communication.
Growth and Development
Managers can use this time to provide guidance, coaching, and assistance in developing the skill sets of their individual team members.
Work
In your one-on-ones, talk about work last. You may quickly set up a follow-up conversation about work-related issues. Breaking a topic about growth or motivation into a separate meeting is more difficult.
Motivation
Use this time to get information on how to improve employee motivation. What makes them excited to work? What projects excite and which ones demotivate?
Communication
A breakdown in communication often leads to a breakdown in collaboration and productivity. Take this time to ask your direct report if there is anything they’re stressed about that they would like to share, or how you as a manager can improve communication within the team.

How Often Should You Run 1-on-1 Meetings?

There is no specific rule that dictates how often you should have one to one meetings. Some people choose to have them weekly, others have them every 6 months. We do recommend, however, staying in touch with your direct reports and conducting these meetings relatively often. This will allow you to keep track of their progress and how they’re feeling and they will feel more secure, knowing they don’t have to wait another 3 months, for example, to have a transparent conversation with you. We suggest aiming for a meeting once every two weeks, for around 30 minutes. This leaves enough time for situations to develop and change and is also not so infrequent that you lose track of employees’ progress.

Preparing for One-on-Ones

In one on one meetings, you should encourage your direct reports to talk about anything they want. Common topics are likely to include things like current goals and their progress, recent feedback, accomplishments, mid- and end-of-year performance assessment reports, career aspirations, and so on.
Here at Notiv, we often talk about how preparation before a meeting is absolutely crucial to having an effective meeting. Here are some tips on what you can do to properly prepare for a one on one meeting.
1. Explain the Meeting’s Purpose
If your team members are unsure of what a 1 on 1 is or why you’ve organized one, explain to them what you aim to achieve with it. Alternatively, you can send them this article! Bear in mind that if an employee checks their calendar and sees a 1:1 meeting scheduled with no explanation, they might assume the worst. Along with the calendar invite, send them an email or message explaining the context behind the meeting, what you aim to achieve and what they should prepare in advance.
2. Set a Recurring Schedule
Decide on a time, place and frequency of your recurring 1 on 1 meetings with your team members. This will of course depend on individual schedules so make sure to co-ordinate and select a time that suits everyone.
3. Outline Meeting Goals
As mentioned in the first point, you should explain to your team what you hope to get out of the one on one. The goals and expectations that you set out will influence the conversations you’re going to have in the meeting. This could be anything from eliminating roadblocks to seeing how your direct report is feeling about their work.
4. Share the Agenda
As always, we recommend creating an agenda and sending it out in advance. This will give your team members time to prepare and think of any topics or questions that they would like to bring up. We have a great blog post on how to write a meeting agenda that you will actually stick to. To check it out, click here.
5. Prepare Backup Questions
This is unlikely to happen but in the rare case that you run out of things to discuss but still want to make the most of your meeting, prepare some backup questions in advance.
6. Keep it Flexible
Unlike most other meetings that we write about, 1-on-1 meetings should be treated like an organic conversation with a structure. This is not the kind of meeting where you have to take minutes or note down decisions made, though you may choose to do so anyway.

Record the Meeting
You or your direct report may want to keep a record of this meeting and remember what was said, especially if the 1 on 1 includes something important, like a performance review.

The best way to do this is by using a tool like Notiv. Notiv is an AI powered notetaker that will record, transcribe and summarise your meeting notes so that you can be fully present and focus on the conversation. Notiv creates action plans and to do lists based on the conversation, in real time. If some time has passed since the meeting and you need to remember a small detail, you can search for a specific word or phrase in the transcript, saving you time in the long run.
So, how does Notiv work?
First, you schedule your meeting as normal, using your Google or Office calendar. Select which meetings you want Notiv to attend. When your meeting begins, Notiv will automatically join. This can be on Zoom, Google Meet, Microsoft Teams or WebEx. During the meeting, Notiv will take notes and create action points based on what is being said, as it is being said.
After your meeting ends, Notiv will send you an email with the recording, transcript and summary of your call which you can share with meeting participants or those who need to be aware of what happened during the meeting.
In one on one meetings, you should encourage your direct reports to talk about anything they want. Common topics are likely to include things like current goals and their progress, recent feedback, accomplishments, mid- and end-of-year performance assessment reports, career aspirations, and so on.

How to Conduct First One on One with New Employee

The 1 on 1 meeting you have with a new employee will be drastically different to the one you have with a tenured team member. Your focus will be on laying the groundwork for a comfortable and pleasant work relationship. This one-on-one meeting with your new employee is an opportunity to set expectations and present the company and its culture. Here are are some questions you could ask to get to know them better:

  • “Tell me about yourself”
  • “What attracted you to this role?”
  • “What are you hoping to accomplish, professionally and personally?”
  • “How can we best work together?”
  • “Where have you been most successful in the past?”

The goal of this meeting is to open up the lines of communication and get to know the employee better. People enjoy talking about themselves and the new team member will feel more comfortable and at ease once you show interest in them and their professional history and abilities.

Questions to Ask Employees on One-on-One Meeting

We spoke about which questions to ask a new employee above, but when it comes to team members who you’re worked with for some time already, the relationship is already built and the nature of the conversation will be different.
1 on 1 meetings should not be used as status meetings, so avoid asking specific questions relating to projects and updates. There is no specific list you should be following when it comes to questions but here are some questions we think are useful to ask:

  • “How do you feel when you come into work everyday?”
  • “What are you proud of when it comes to your job?”
  • “How do you view yourself in your role?”
  • “Do you need any support? Can I help you with anything?”
  • “Do you feel comfortable asking for support when you need it?”
  • “Are there any skills you would like to develop further?”
  • “What next steps could you take to work on developing these skills?”
  • “Which parts of your job do you enjoy the most and the least?”
  • “Where do you see yourself in 3 years?”

These are just some examples of things you could talk about. However, you will want to ask questions that relate to the context of your specific conversation. If you let the dialogue flow naturally, and the questions will come organically.

How to Make 1-on-1 More Effective?

There’s no specific guide that is set in stone on how to conduct 1 to 1 meetings. The most crucial aspect of a successful one-on-one is creating a safe environment for people to address the difficulties and concerns that are on their minds. These sessions are primarily for the benefit of the employees, and their active participation is essential but it is important that both parties take ownership of the meeting to make it effective.
Create a shared agenda to not only establish context for the meeting, but also to encourage both of you to add topics to it that you will want to discuss.
Here are some things you should do before the meeting to make sure it goes smoothly. As a manager, you should have a goal in mind for what you want to achieve out of the meeting. Set goals and expectations and communicate them to your direct report. Give yourself 15 minutes before the meeting to collect your thoughts. You don’t want your 1 on 1 to be ineffective because you were thinking about a stressful call that you just had.

During the meeting, spend more than half of the time listening. It’s tempting to fill pauses in the conversation but try to stop yourself. Silence makes people speak. To get your direct to be open and honest about how they’re feeling, don’t try to fill the dead air. Instead, let them speak.

You should also pay attention to body language. Body language often speaks louder than words do so pay close attention. One way to make someone feel more comfortable is by mirroring their movements.
Start and end on a positive note. This will automatically make the person feel more at ease and willing to participate. End the conversation with words of encouragement, it will allow you to leave the meeting feeling inspired and motivated, rather than stressed and exhausted.

One on One Employee Meeting Template

If you’re unsure of where to start, here’s a useful template you can use for your next 1 on 1.

 One on One Meeting

Conclusion

Managers’ most powerful tool for influencing the performance and productivity of their teams is one-on-one meetings. One-on-one conversations can be intimidating, but with the right tools and the right questions, you can strike the right note every time. Feel free to use the tips outlined in this article to plan your next 1 on 1 meeting!
To read more of our past articles, click here. To try Notiv out for yourself in your next 1 on 1 meeting, click here.

How to Take Effective Meeting Notes: Tips for Sales Managers

sales meeting notes

Have you ever taken notes in a sales meeting only to realize you were too busy writing to hear something? Been unable to read or understand what you jotted down? Or left a meeting only to realize you can’t remember a single thing you or anyone else needs to do? This article is for you. What is useful is to have a good note taking app, and have a good template for your next meeting and to follow some useful advice, and we provide all of this. We discuss several tips for effective online note taking, and give a template example, all of which is particularly useful for sales managers. We also let you know what note taking software can help you focus more in the meetings and be certain nothing is missed. 

Why you need to take meeting notes

take meeting notes

Meeting notes take the highlights of meeting’s, but also, unlike meeting minutes, can go a bit further in what is discussed. They may not be quite as structured as meeting minutes, although they absolutely should be organized in a useful way (more on that later).

Generally, if you are the meeting notes taker, you take down important information, interactions, and anything that requires logging, from action items, to votes, to demands, to challenges ahead and much more, depending on the meeting.

Effective note taking is vital when we have so many meetings. In 2015, according to attentiv there were approximately 11 million meetings taking place every day, so by now, it could be more, and with the increase of digital work, more and more of these are taking place online.

Meeting notes are useful because it provides a log of interactions, and information that can be summarized and shared. This means that everyone who attended the meting, and those who didn’t, can refer back to the meeting to check any action points they need to do, check what was agreed, and if there are any lingering questions. 

By having this log, it means the meeting was not a waste of time, and there won’t be need for extra meetings to catch everyone up again, which can lead to people getting fed up with meetings all together.

Sales meeting notes are particularly useful to refer back to what your clients have stated, or what a lead wants to be demonstrated before they will go any further, or can give you some valuable information for your next call about the client, allowing you to create a better rapport and questions in any future meeting. 

Additionally, as a sales manager, being a smart note taker will help you stand out and demonstrate your value to the organization. These notes will be appreciated by everyone, and are crucial, although it is a task that many take for granted, or fail to do all together.

Tips for better notes

sales meeting notes

To be a smart note taker follow these tips! They will help you to have more effective notes and allow you to get all the important information down that you need. 

Start before the meeting

Before you begin to take meeting notes, you should prepare. Have a template ready, have an organized structure of the notes, any online note taking software or any other program you require ready, and try to find out what you can about the meeting beforehand, to have an idea of what to focus on. For example, have a space for the date and time, the agenda, attendees, goal, action items, deadlines and anything else, and if you know anything prior to the meeting, write these down to save yourself time, and you will have more effective note taking

Use a note taking app

Note-taking software will considerably make your life easier. A good online note taking software can record the meeting, transcribe the conversation, and in the case of Notiv, can summarize the meeting for you. You may still want to take extra notes, to be on the side of caution, however, note taking software is useful to have a back-up, and it can help make sure you don’t miss anything. 

 

Have a good note structure

Even if you are using a note taking app, you should have a template to organize the notes into relevant sections. There are various methods to help you take meeting notes, however. 

  • The Cornell Method means that you take general notes on the right-hand side and key points on the left, and has five steps, record, reduce, recite, reflect, and review. 
Key points (with examples) Notes
Client received the introduction pack since last meeting as agreed
Client is concerned about ROI I explained previous clients as examples

ROI increases by X% on average

I will share with the client the previous results of others using our service next week
After, I will provide a demo of our software
Next meeting will be on 15.02.22 Client is on vacation next week

 

  • Another method is to have quadrants, for example one section for ideas, another for action items, another for to-do’s for you, and another for other tasks. 

 

Action items

Send lead reviews of former clients

Questions

What are the lead’s long-term goals?

Ideas

Let’s provide a free trial if feedback is good

Personal tasks

I will get a trial version of the software to send 

 

  • Mind mapping is a different approach, where you have central ideas shooting off each other with subsections. 

Mind mapping

After using these methods, you should rewrite in a more official and structured manner. This not only allows you to identify what is important, but it makes it easier for others to follow and show off your skills as an effective meeting notes taker

Focus on key information

Regardless of the structure of your notes or template, or if you are using your hand or a note taking app, you need to know what to listen out for before you put pen to paper (or fingers to keys). This will give you more effective note taking. These are things you most likely need to take notes of:

  • Questions
  • Action items
  • Strategy for execution
  • Difficulties and concerns 
  • Deadlines
  • Achieved milestones

Don’t write down everything

A common mistake people make when being the meeting notes taker is to write down notes on everything. The trick is to focus on key areas. Write in shorthand as well, and you can re write later into more comprehensive notes. A good note taking app will also help you capture everything if you need to review. 

Finalize and share notes after the meeting

Rewrite the notes, reflect, rewrite again, and finally review and share. 

It may be useful to have a collaborative document with any relevant persons, so take the data from the online note taking software or your notes and put it into a document. 

Once you have the notes finalized, it should be put into a good structured format for dissemination. 

The notes also should be logged somewhere for others to review, and shared via some other application, particularly with those who were in the meeting or couldn’t attend but were meant to. Notiv note taking app can be integrated with Slack for example, allowing you to share with anyone necessary. 

Sales meeting notes template

Here is a template, to help you have more effective note-taking. This is based on the Cornell method, but it can be adjusted to suit you. 

Sales meeting notes

Conclusion

We have covered some tips that are useful for effective note taking. Whether you are doing handwritten or online note taking, they will be of use. We also provided a template, for you to fill in for future meetings, you can use alongside any note-taking app. In terms of note taking software, consider learning more about Notiv and how recording your meetings will help you considerably. 

How to Record Meeting Minutes and Share Them: Tips for Project Managers

Record Meeting Minutes

Do you and your team members sometimes lose track of the things you discussed in your project meetings? At a certain point, you will decide to start keeping notes of what goes on in meetings so that you can look back at them later and refresh your memory. This is a great first step, but it is important that you do this properly and in a structured way. This is where meeting minutes come in. Minutes are an official record of the actions and decisions made in a meeting. Sharing information is vital for making the right decisions, assigning priorities and managing tasks across multiple projects. Meeting minutes are supposed to inform its recipients about decisions made, tasks assigned and issues discussed.
At one point or another, you may be given the responsibility of taking meeting minutes. There’s no need to panic, we’re here to tell you everything you need to know about how to do this correctly and efficiently. This article will cover what meeting minutes are, why they are important and how to write them properly.
So, why is taking meeting minutes important?
Minutes serve as a historical document of your project’s timeline. By looking back at previous meeting minutes, you can see what progress has been made and what still needs to be accomplished. Additionally, meeting minutes are also useful for those absent to know what was discussed and what decisions have been made.

How to Take Meeting Minutes

When it comes to meeting minutes, preparation is key! Before you start taking meeting minutes, decide what you aim to achieve from the meeting. This will help you structure your notes accordingly.
meeting minutes
In terms of what to include in your meeting minutes, here’s a list of things that you should absolutely always have in your meeting notes:

1. Time and Date – This will be useful in the future should you ever need to look back on how and why certain decisions were made.

2. Names of Attendees – It will be important in the future to know who was present at the meeting when certain things took place. An additional tip is to note down names of attendees who were supposed to attend but were unable to.

3. Purpose of the Meeting – Try to be specific when noting down why the meeting was called and what it aims to achieve.

4. Agenda & Discussion Items – The agenda can be used as a general outline of the structure for the meeting. Always send the agenda in advance, so that participants have time to prepare. For tips on how to write a meeting agenda that you will actually stick to, check out this article.
Record Meeting Minutes


5. Action Points – Productive meetings come as a result of actions being assigned to participants. Note these down accurately to avoid miscommunication in the future.

6. Relevant Documents – You should include any documents that were referenced into the minutes report so that participants can access information quickly and easily.

Best Way to Record Meeting Minutes

While a lot of people take meeting minutes either by hand or on their laptop, it is stressful to be speaking, listening and taking notes at the same time. This is why people usually dread the task.

However, there is a tool that you can add to your project management arsenal that will make writing meeting minutes a simple and efficient process – Notiv!

Notiv is an AI-powered notetaker that records, transcribes and summarizes your meetings in real time.

So how does it work?

First, schedule your meeting as normal, using your Google or Office calendar. Select which meetings you want Notiv to attend. When your meeting begins, Notiv will automatically join. This can be on Zoom, Google Meet, Microsoft Teams or WebEx. During the meeting, Notiv will take notes and create action points based on what is being said, as it is being said.
After your meeting ends, Notiv will send you an email with the recording, transcript and summary of your call which you can share with meeting participants or those who need to be aware of what happened during the meeting.

An added feature that we want to highlight is that Notiv allows you to search the transcript for a specific word or phrase, saving you time from having to read through the entire thing just to remember a small detail.

So not only is it a huge time-saver, but it also takes away the stress of having to participate, listen and take notes!

To try Notiv out for yourself for free, click here.

Sharing Meeting Minutes + Free Template

Projects often stall due to poor follow-up procedures, which is why it is extremely important to send meeting minutes soon after the meeting ends. Not only will it be easier for you to turn your notes into proper sentences while the memory of the meeting is still fresh in your mind, but it will also serve as a reminder for attendees of what was discussed and what is expected of them before the next meeting.
We have a great article that outlines everything you should include in a follow up email after a meeting. If you want to learn more about this, click here.
As mentioned before, you can effortlessly share your meeting notes via Notiv. Chances are, you get paid to produce results. So stop wasting time on manual note-taking and use a software like Notiv to do it for you while you focus on having productive conversations instead.
If you do, however, decide that you prefer to take notes yourself, we suggest using a template to help. There are thousands of templates online for you to choose from but here’s one we personally like.

Conclusion

Record Meeting Minutes

The purpose of project management is to communicate information to all project participants in a clear and understandable manner. This should be the goal of every set of meeting minutes. As a result, they should be written in such a way that anyone who isn’t directly involved in the project can comprehend what was discussed at the meeting. If something is unclear, it is important that you seek clarification. Everything should be worded as factually as possible.
In this article, we outlined why taking meeting minutes is important, what to include in them and the one simple tool that can be a game-changer for how you do it.
To try Notiv out for yourself, click here.

Achieve Your Sales Goals in No Time: Our 6 Best Tips

Sales Goals

We all have goals, and so often we fall short. This can be personal goals, like new year’s resolutions or diets, which seem a bitter memory. We aren’t talking about that (so no we can’t help you eat healthier) we are talking about your sales goals. These goals can often seem difficult to achieve if not impossible, so your sales target achievement can be a source of negativity. Want to know how to meet sales goals? Read on, as we will talk about how to achieve sales targets. We provide 6 tips you can follow and to ensure you get what you want, each a vital step to follow to achieve sales targets.

Measure your sales activities

Team Meetings

Having something measurable is an essential part of success for any goal. You can find a wealth of articles on this topic, and for good reason. Lacking a measurable outcome to monitor you (or your team) is a big reason for not achieving sales goals

If you cannot keep track of your sales activities and see if you are succeeding or failing, you will struggle to reach the goals you want. When you are not hitting your goals, you will see and consider new ways to improve your work. If you are succeeding, this can build a train of momentum to help you meet sales goals

How to set sales targets, though?

Knowing how to set sales goals is a solid foundation of achieving your goals. Here are some tips:

  • First, consider your company goals. What are the goals for the current quarter or year? What are your KPIs? This will help you consider the goals. 
  • Are you setting goals for a team? Think of goals which will motivate and incentivize, and that are truly achievable. 
  • Break them down into smaller steps, this will make it easier and feel more achievable. 
  • In addition to income based goals, consider action based goals. Numbers of calls, numbers of conversions etc. All of these play into your success. 
  • Whatever you decide, keeping track and measuring success is vital and goes a long way. 

When you have a goal or goals in mind, and a measurable outcome, consider how to achieve sales goals, with the remaining steps. 

Monitor your pipeline

achieving sales goals

Check your pipeline every day. If it is low, it should motivate you to get some new prospects in the pipeline. If it’s high, consider your work balance. If it is manageable, then perhaps you have a good achievable goal, and you’re on track, which should encourage you, and hopefully you will be on track to achieving sales goals

However, perhaps if you’re not closing the sale with a busy pipeline, it could indicate that your issue is elsewhere, or you have too many prospects at once you are struggling to juggle, meaning you need to consider some changes to your sales approach. 

Knowing your pipeline isn’t going to necessarily help you get that sale closed, but it is a key way to achieve your sales goals, as without it, you won’t know what is coming, may overlook prospects, and can’t track your success. 

Improve your close rate

meet sales goals

You may have many prospects, and you may lead prospects through the sales process with ease, but if you’re struggling to close the deal, then you will struggle to achieve sales goals. You may have lots of closures, but along with lots of non closures. Rather than necessarily focusing on getting more prospects, get more closures. 

Consider learning some useful closing tips and strategies to get that rate higher and better meet sales goals. Also, the next tip may well help you. 

Shorten the sales process length

When you have a length sales process, with a multitude of calls or meetings, you have two problems which may lead to a lower closing rate. This will negatively affect your sales target achievement rate. Having a streamlined process will help you achieve sales targets much easier.

First, your potential client may get bored or simply get distracted by the time you get around to closing. Or they took someone else who acted quicker. 

Second, you are wasting your time! Time that could be better spent achieving your sales goals. You will also be juggling such a range of clients that you will struggle to give them quality sales pitches and communication. While it’s essential in modern sales to not try to rush things into one call, you can consider shortening the sales process. 

achieve sales targets

A good way to shorten your pipeline is to better identify prospects at the start, and use some discovery questions earlier on to eliminate any prospective time wasters. Get prospects who are definitely interested, suited, and capable of making the purchase. This means everyone in the pipeline is a potential buyer, speeding up the process with fewer calls going back and forth, and giving you more time to grow. 

Increase your average sale amount

sale amount

You need to consider how to add that bit of extra revenue to achieve sales targets. How do you do that? 

Upsell or cross-sell. Add additional services, upgrades or anything else that you can offer to your clients, and you may be surprised what they are eager to buy. So long as you can do this in a good way and at a natural stage in the cycle, for example after the sale has been concluded, because people already trust you and are willing to get extra from you, especially if it’s good value. 

Network to bring leads

bring leads

Your network is a way to get a range of leads. Use your connections, for example on LinkedIn, to find people who may know some prospects for you, and then network to find yourself some extra prospects. 

Make sure you plan this, have good pitches and goals for finding leads, consider other networking opportunities, and follow up any potential leads after you made your introductions. 

Ask for more referrals

Ask for more referrals

Referrals are one of the best ways to get good prospects. Ask a minimum amount of customers for referrals every week, and you’ll be getting solid and likely prospects, and you will achieve your sales goals in no time. It’s a simple technique, a measurable method, and one which will help you a lot!

Don’t accept the first “no”

The first no should not put you off. Persistence is key, and accepting it will no doubt reduce your closing rate and affect your sales goals. Only when you hear a firm “no, thanks”, especially after you provide further information, you should accept it. After a first no, you can leave them with some information for them to review, and you may find they also get back in touch. Hear why your prospect is saying “no” and try to respond with understanding. You may find they change their mind. And if not, you haven’t lost much by trying. 

how to set sales goals

Conclusion

We talked about how to set sales goals, and 8 strategies to achieve sales targets. Remember to set measurable goals and consider the steps we gave, and you will be able to  have better sales target achievement. You can also consider tools, such as Notiv, to help you achieve sales targets, by recording, transcribing and creating an automated summary of any meeting you have, allowing you to take notes without losing attention on the client. If you want to make sure your meetings with clients are better, consider how to have better meeting agendas, and this will definitely help you achieve your sales goals.

7 Steps to Running Effective Leadership Team Meetings

Leadership Team Meetings

Leadership meetings are essential to the success of an organization because they can help decide the leadership team’s focus and keep different leaders in a business in touch. Leadership meetings can help to strengthen communication, set common goals for leaders, and instill trust in employees. Depending on an organization’s needs and the strength of its leadership team, leadership meetings can take place weekly, monthly, or a few times per year.
Ideally, after this kind of meeting, your company’s leaders should feel like they’re going back to their teams having made real, meaningful progress.

Identify the Meeting’s Purpose

Every leadership meeting should have a clear purpose and objective. Generally, the main purpose of leadership meetings is to make decisions, solve problems, and ensure that the organization’s day-to-day operations and processes are in sync.
Successfully running these meetings will ensure that everyone is on the same page, focused on the same goals, and working together to achieve them.
Additionally, having a clear set of objectives will allow for time to be used more productively and will prevent the meeting from being longer than it needs to be. It’s a win-win all around!

Limit the Number of Participants

You need to know exactly what you’re going to talk about in order to make sure you have the right individuals present during your executive meeting. Consider who needs to be there for the discussion to be productive. Who would you call to cancel the meeting if they were unable to attend? Thinking of this core group of people is a good place to start. Only invite extra individuals if you believe they will contribute value to the discourse or benefit from their presence.
In The Surprising Science of Meetings, Steven Rogelberg claims that the ideal number of participants is seven! And that decision-making effectiveness decreases 10% with each additional attendee! Bear this in mind when deciding who to invite.

Send out Agenda and Background Material in Advance

If you’ve read any of our other blog posts, chances are you’ve heard us talk about the importance of sending out meeting agendas before!
Having an agenda is essential to running an effective meeting. Send out the agenda in advance, along with any relevant materials and documents that will be talked about during the leadership meeting. Doing this ensures that you’re giving your colleagues enough time to prepare for the meeting and address any questions that might come up.

effective meeting
An easy and efficient way to do this is with the help of Notiv. Write your agenda in Notiv, sync it up with your calendar and send out invitations to meeting attendees; it’s as easy as that! Nothing gets missed or forgotten. To find out more about how you can create a great meeting agenda that you will actually stick to, click here.

Start and End on Time

This may seem like common sense but it’s important to be respectful of peoples’ time. Not only is it basic manners but also leaders in organizations are incredibly busy people so it is essential that time does not get wasted. If you don’t start on time, you will likely not end on time and this could create a domino effect of meeting participants rushing for the rest of their day.
When you start the meeting (on time!), don’t jump into the main discussion points right away. Start with a bit of small talk to provide a smooth transition for those who are arriving from other meetings.

Confirm Attendance

Confirm attendance and begin thinking of a location for the meeting. Some people might not be able to attend the meeting in person, so make sure that all of the necessary technology is in place for them to readily participate via video call. Once you know how many people will be attending, you can plan for any additional requests and requirements that people may have.

Keep a Written Record

Important meetings, particularly ones like leadership meetings, should be recorded. Not only does this help with remembering details of the meeting at a later date, but a recording of the meeting will also provide documentation of important decisions that were made.
You’ll need a document (or an app) to keep track of decisions and assign action items so that you can keep track of progress and modifications.
Luckily, Notiv is here to help! Notiv uses AI technology to record, transcribe and summarize your meeting minutes. After your meeting ends, you can share the recording and transcript with people who were unable to attend or otherwise need to be aware of what happened.
An added bonus is that Notiv allows you to search the transcript for a specific word or phrase when you need to remember a small detail. Save yourself hours of time by using this tool to refresh your memory.
Notiv is integrated with all your favourite meeting tools such as Slack, Zoom, Google Meet, Microsoft Teams and x.ai.
So put down your pen and stop taking handwritten notes! Just focus on the conversation and let Notiv take care of the rest!
To find out more about how Notiv works, click here.

Follow Up

After the meeting ends, send a follow up email to the meeting participants to remind them of what decisions were made and what action plans are in place. You should also use this opportunity to share the Notiv recording, transcript and summary so that participants can refer back to what happened in the meeting and have a word for word transcript of everything that was said, in case they need to refer back to it.
Team Meetings

Conclusion

The leadership team meeting should not be something to stress about, but rather, something to look forward to! These meetings, when conducted properly, will make your time worthwhile. It’s critical for your company’s leaders to be unified on the company’s goals and to set aside time to work together on accomplishing those goals, discussing solutions, and implementing new ideas to innovate and inspire.
The key to having an effective leadership meeting is to meet often (even if you don’t think it’s essential!) so that there is constant contact between leaders and no gaps in information, reducing the risk of an organizational blunder.
To learn more about how Notiv can help you plan and execute your leadership meetings, click here.

A Complete Guide How to Take Minutes for a Board Meeting + Templates

board meeting minutes

Taking the minutes of board meetings is often seen as a chore or thankless task. However, board meeting minutes are crucial to keep a legal record of board interactions and decisions. We explain the importance of taking board meeting minutes, provide some advice how to do so, and give you an example of minutes, so you can make your own board meeting minutes templates, to make your next board meeting considerably easier to log. We also provide topics to include and a sample of what to include, for board meeting minutes examples. This advice can apply to many kinds of organizations; whether corporations, start-ups or nonprofit, board meeting minutes are indispensable logs of the executive directors of the organization. 

Why Board of Directors Meeting Minutes so Important

board of directors meeting minutes

There are a few reasons taking the board of directors meeting minutes is essential. Corporate minutes effectively provide a log for many useful and often legal purposes. 

Board meetings involve directors of the company making crucial decisions of the company, and therefore, the interactions need to be logged to provide a legal record for review and accessing in the future for legal purposes. 

This information also usually must be disseminated and presented to other parts of the organization. Decisions which will affect tasks ahead, targets, and any changes that are to be implemented need to be shared with the rest of the company. Recording minutes of board meetings and then having access to the minutes will make it easier to repackage this information in a relevant manner. 

Additionally, the progress status from the previous meetings is important to track, to understand if the organization is reaching its goals, moving forward at the right rate, and dealing with challenges sufficiently. If the record goes all the way back to the minutes of the first board meeting, then you have a clear and comprehensive record. 

So whether you are taking minutes of the first board meetings or later, they must be done. Now the question is how to take minutes of the board of directors meetings? 

How to Take Minutes at a Board Meeting

Board Meeting

Prepare

Different organizations have different minute rules and board meeting minute templates. Find out exactly what templates are preferred and have this ready before you go into the meeting and need to take the corporate minutes. In addition, make sure you know the agenda in advance if possible. This will make your task much easier and save time. 

Focus on the right areas

A lot can happen in a board meeting, so keeping on top of what is taking place when taking the board of directors meeting minutes is crucial. We talk shortly about what to include and exclude, but ideally with the right template, you will know exactly what is required to be written down. Some meeting details will be superfluous, and can be removed, but many are very important, even if it may seem common knowledge. 

Use software

We will also talk about some specific tools to help you when taking minutes of the board of directors meetings, but it is a significant tip to help you record meetings, take automatic notes and summarize, in order to ensure nothing was missed when taking the minutes. In addition, notes can be shared after the meeting when software is used. 

Approving minutes

At some point, there should be a motion for approving minutes. This gives the participants a chance to agree to what information from the meeting will be shared, and if they want to correct anything. Once no more corrections or changes are suggested by the board, then the president of the board should confirm that there is a motion for approving minutes. This then allows for the creation of the final copy. This has traditionally been done in the meeting itself, however, it may be done after. 

Make a record

Once the meeting has concluded and the minutes are approved, it is then time to make a record of the meeting. The agenda needs to be reviewed, clarification notes added, review all the actions, votes and decisions and ensure that the notes are clear and digestible. If there were documents shared during the meeting, attach copies to the meetings. 

File and share

Finally, the board meeting minutes have to be signed off by the relevant parties, usually the business secretary, and then they can be shared with relevant parties and stored in the correct secure location. 

What to Include and Exclude in Board Meeting Minutes

Board Meeting Minutes

When taking corporate minutes, it is vital you know what to include and exclude. Robert’s Rules of Order minutes taking guide provides a good rule of thumb. This was a book written in the 19th century on meetings and minute taking and outlines key information which we can still use to this day. Here are good samples of board meeting minutes’ topics:

At the start of the minutes, there should be a checklist, including:

  • Name of organization
  • Meeting date
  • Time of the meeting
  • Names of participants and absentees
  • Names of presiding officer and secretary
  • Motions and amendments regarding the previous board meeting minutes
  • A quorum (minority member number to hold the meeting)

For the main part of the meeting, there should be:

  • Motions, whether approved or rejected
  • Who made the motion
  • Final form of any motion adopted or rejected, and any relevant debates or amendments. 
  • Information about the vote processes and what kind of ruling it was (i.e two-thirds vote, majority)
  • Secondary motions
  • Notices of motions
  • Next steps
  • Open discussions
  • Next meeting time and date
  • Adjournment time

What doesn’t need to be included:

  • Sensitive information
  • Summary of documents 
  • Personal opinions (i.e. if someone was visually unhappy with a motion)
  • Unnecessary jargon and acronyms

Who Should Take Minutes of Board Meetings

Generally, it is the business secretary’s role to take the minutes of board meetings. However, it may not always have to be, others can volunteer to take the role. Sometimes managers, who are external to the board from a professional management company, can take the minutes, in order to not slant the minutes a particular way. 

How Long Do You Have to Keep Board Meeting Minutes

 Board Meeting

There is no short answer to this question, as it relates to the laws of the state or nation the meeting takes place in. However, it is prudent to keep the board meeting minutes permanently, on a secure server, as they may be requested for legal and tax purposes. They may also need to be referred to in previous meetings and to generally track progress. 

Minutes Taking Tools

There are different types of tools that can help take board meeting minutes

For example, project management tools can help with meeting management modules, to organize meetings, sync with calendars and outline the agenda in advance. One example of this is nTask.

Google Meets, Zoom, Microsoft Teams and others are useful virtual meeting software, which can help in establishing date, time, and synchronizing with calendars, to ensure that no one can miss a meeting.  Often they can integrate with other apps. 

Recording meetings is a vital step for good meeting minutes, allowing the note taker to review the meeting before making the report. Notiv is a software which not only records the meeting, but transcribes and summarizes it with the help of AI, and then this information can be shared directly to participants or anyone else, for example absentees or anyone else who needs to be brought up to speed. 

Board Meeting Minutes Templates

Here, we will provide you with an example of a template, which you can use to make further board meeting minutes templates. This gives you an idea of board meeting minutes examples, so you can see what they should look like. This is all in accordance with Robert’s Rules to Order minutes taking advice

Board Meeting Minute Example:

 

Minutes for [Organization name]

Call to order

A board meeting of [organization] was held at [date] at [location]. It began at [time] and was presided over by [presiding officer name] with [secretary’s name] as secretary.

Attendees

Voting members in attendance: [list]

Guests in attendance: [list]

Absentees: [list]

Quorum for the meeting: 

Approval of minutes

A motion to approve/amend the minutes of the [previous date] meeting was made by [name]. 

Main motions: Moved by [name]. The motion [carried or failed] with [number] in favor and [number] against by a [ballot] vote.

Secondary motions: Moved by [name]. The motion [carried or failed] with [number] in favor and [number] against by a [ballot] vote.

Notices of motions:

Open discussions:

Resulting actions:

Announcements

  •                                                                                                 

 

 Next meeting will be held on [date] at [time] at [location]

Adjournment

[Name of mover] moved that the meeting be adjourned, and this was agreed upon at [time of adjournment].

Secretary signature

Date of minutes approval

This template should give you a good sample of board meeting minutes that you can utilize and modify for any future board meetings. What would be wise, is to take this and modify to make several board meeting minutes templates

Conclusion

We provided advice for board meeting minutes, which should help you in any future board meeting. Remember to follow Roberts Rules of Order minutes taking advice, so that you stay focused and organized in any future templates or minute taking. In addition, you can use our board meeting minutes template to use as a versatile starting point to ensure your minutes are comprehensive and easy to understand. If you want to learn more about how Notiv can help you take minutes of board meetings, then take a look at the website, or find out how to take better meeting notes.