An in person minute taker is a professional who attends meetings physically to record detailed notes and ensure accurate documentation of discussions and decisions. Here’s a comprehensive look at what to expect from an in-person minute taker:
Role and Responsibilities
- Pre-Meeting Preparation:
- Review Materials: Study the agenda, previous minutes, and any relevant documents beforehand.
- Understand Objectives: Clarify the purpose of the meeting and any specific requirements for minute taking.
- During the Meeting:
- Attendance: Be present at the meeting venue.
- Note-Taking: Accurately capture key points, decisions, action items, and discussions. Pay attention to speakers, motions, votes, and resolutions.
- Recording Method: Use reliable methods like shorthand, a laptop, or a tablet for quick and accurate note-taking.
- Post-Meeting Tasks:
- Drafting Minutes: Compile and organise notes into a clear, professional format. Ensure all essential details are included.
- Review Process: Sometimes, draft minutes are reviewed by a senior member or the meeting chair for accuracy before finalisation.
- Finalising and Distributing: Prepare the final version of the minutes and distribute them to all relevant parties.
Key Qualities of an Effective In Person Minute Taker
- Attention to Detail: Must be able to capture and record discussions accurately and comprehensively.
- Good Communication Skills: Ability to understand and document complex discussions and decisions clearly.
- Familiarity with Terminology: Knowledge of industry-specific terms and jargon to ensure accurate recording.
- Discretion and Confidentiality: Maintain confidentiality and handle sensitive information with care.
- Organisational Skills: Efficiently organise and format the minutes for clarity and accessibility.
Advantages of In Person Minute-Taking
- Immediate Clarifications: Can ask for clarification on points discussed if something is unclear.
- Presence: Offers a direct and immediate presence which can be beneficial for capturing nuanced discussions and non-verbal cues.
- Engagement: Being physically present often leads to better engagement and a clearer understanding of the meeting dynamics.
When to Consider an In Person Minute-Taker
- Complex Meetings: When meetings involve complex discussions or decisions that need detailed recording.
- High-Level Meetings: For executive or board meetings where precision and formality are crucial.
- Sensitive Information: When discussions involve sensitive or confidential information requiring a high level of trust and discretion.
If you’re looking to hire an in person minute-taker, consider their experience, testimonials, and ability to handle the specific needs of your meetings.
