I use it and I have seen it work. And if you are a manager reading this post, there is no better way for you to be on top of stuff and completely digest it.
Survey after survey shows that meetings are needed, but waste a lot of time and resources. Although running effective meetings will be a topic for another series of posts, one way that you can build momentum on your team now is to have the manager take notes at the meetings.
Here is the thought process behind it –
- People will actually read them - Let's be honest, most people who attend meetings are not likely to read the minutes closely or for that matter at all. Now if the manager is taking the notes and sending them out, they are more likely to be read.
- They will be to the point – Minutes/notes for most meetings, especially status meetings (which on most teams are run by the manager), should really be 'Highlights'. I.e. I don't see much need to capture every single detail about who said what in a series of chronological bullets (there are exceptions). The most effective meeting notes are those that outline the key decisions, noteworthy points, and list of action items. These short and concise notes would be more useful.
- Promotes engagement - If the manager is capturing the highlights, it makes him/her more engaged in the conversation, which has a positive impact on the team's engagement, both at the meeting and outside the meeting. It's leading from the front. You as the manager will be on top of more stuff and the team would feel more accountable.
- Quick turnaround – I suggest that the manager send out the highlights soon after the meeting. If possible, within 30 minutes after the meeting. This reinforces the decisions and action items. Also, if there is an error or question about a point, fresh memory serves for quicker and more accurate corrections.
I welcome your thoughts and feedback. And if there is another way your organization handles meeting notes, share that with everyone too.
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