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News article18 July 2023European Labour Authority, Directorate-General for Employment, Social Affairs and Inclusion

Mastering the art of minutes: How to write up meetings effectively

Meetings are important for collaboration and progress. Learn how to write them up effectively to ensure clear communication and understanding.

Closeup of man taking notes sitting in front of a computer

Meetings bring people together to discuss ideas, make decisions, and move projects forward. However, the value of a meeting can decrease if the outcomes and discussions are not documented properly. In this article, we will provide you with practical tips on how to write up meetings effectively, ensuring that the information is conveyed clearly and understood by everyone.

  1. Prepare in advance
    Before the meeting, take time to familiarise yourself with the agenda and objectives. Understanding the purpose of the meeting and what needs to be accomplished will help you to capture the relevant information accurately.
  2. Actively listen and take notes
    During the meeting, be an active listener and take detailed notes. Pay close attention to the discussions and capture key points, decisions, action items, and deadlines. Use shorthand or abbreviations to write quickly and efficiently. Also, be mindful of non-verbal cues that can provide valuable context.
  3. Organise your write-up
    When writing up the meeting, structure your document in a logical and easy-to-follow manner. Begin with a brief summary that outlines the purpose of the meeting and lists the attendees. Then, provide an overview of the main discussions, decisions made, and any other significant points. Break down complex topics into separate sections using headings and bullet points for clarity.
  4. Stay objective and neutral
    It is important to maintain objectivity and neutrality when documenting a meeting. Focus on conveying the information accurately, without adding personal opinions or biases. Stick to the facts and use a professional tone throughout the write-up.
  5. Proofread and share with all relevant people
    Before finalising the meeting write-up, proofread it carefully for any errors or inconsistencies, and double-check the accuracy of the information presented. When you are satisfied, share the document promptly with all the relevant participants to ensure that everyone is in agreement.

By following these guidelines, you can write better meeting minutes that accurately and effectively reflect your discussions. This can contribute to better collaboration, decision-making, and overall productivity within your organisation.

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