A record of proceedings is an indispensable document for revisiting the key points and decisions of a meeting. If it lacks clarity, there’s a risk that crucial messages may not be conveyed properly. This article will guide you on how to create a clear record of proceedings.
What is ”Record of Proceedings”?
A record of proceedings organizes and documents the topics and opinions discussed during a meeting. It serves for internal meetings and reports, as well as for documents submitted to clients.
The Purpose of a Record of Proceedings
The main role of a record of proceedings is to accurately record and share information. This ensures that not only attendees but also those who were absent or require the information later can be reliably informed.
Key Points and Methods for Creating a Record of Proceedings
For accurate transmission and sharing of information, the particularly important points are:
- Clarify decisions made: Record the decisions made during the meeting clearly.
- Specify action items: Detail what needs to be done next, by whom, and by when.
- Identify speakers: Accurately record who said what.
The Importance of Decisions:
Decisions made during the meeting are the core information in the record of proceedings. Ambiguities here can result in incomplete meeting outcomes and inadequate information sharing.
Distinguishing Between Decisions and Opinions:
It’s crucial to clearly differentiate between decisions and mere opinions for correct information sharing. This clarifies the outcomes of the meeting and prevents confusion later on.
Clarifying Future Plans:
Clarifying specific action plans arising from the meeting is an essential component of the record of proceedings. Detailing specific tasks, responsible parties, and deadlines makes task management easier and facilitates efficient execution.
Clarifying Speakers:
Accurately recording who said what during the meeting is extremely important. This clarifies responsibility and idea ownership, preventing confusion and misunderstandings about responsibility later on.
These detailed records can also enhance the transparency of information and strengthen trust within the team. Therefore, it’s recommended to document these elements in the record of proceedings clearly and specifically.
10 Key Points for Creating a Record of Proceedings
Mastering these 10 effective techniques is crucial for maximizing the outcomes of a meeting and facilitating follow-up actions. Here, we introduce tips for efficiently and accurately creating a record of proceedings that aligns with the meeting flow.
1.Thoroughly Prepare in Advance
- Clarify the meeting’s purpose
- Adhere to a format
- Confirm the agenda and participants in advance
- Prepare tools for note-taking
Compile basic information about the meeting (date, location, participants, purpose) beforehand. Additionally, if possible, review past records of proceedings to anticipate what items may be noted, facilitating a smoother documentation process.
2.Clearly Define the Meeting’s Purpose
Clarify the purpose and agenda of the meeting in advance and plan the structure of the record of proceedings accordingly. A clear purpose makes it easier to organize the record of proceedings in a way that aligns with the objectives.
3.Use a Unified Format
- Utilize a template decided by your company or department
- Refer to templates available online
Using different formats for each meeting can cause confusion. Using a unified format across the company or team ensures consistency in the records of proceedings and makes information easier to find.
4.Pay Attention to Important Numbers
Numbers that come up during the meeting (budgets, targets, deadlines, etc.) are particularly important. Make sure to record these accurately and double-check to avoid errors.
5.Organize Information Using the “5W1H” Method
- Who
- What
- When
- Where
- Why
How Organize the content of the meeting from these six perspectives and reflect this in the record of proceedings.
6.Distinguish Between Decisions and Opinions
- Make decisions stand out, possibly by using bold text
- Phrase opinions creatively, such as “An opinion was raised that…”
It’s crucial to clearly separate decisions made during the meeting from mere opinions or suggestions. This helps avoid confusion when revisiting the document.
7.Summarize Key Points Concisely
- Eliminate verbose expressions
- Clearly state conclusions
- Paraphrase speakers’ words
Summarize the record of proceedings without missing important points but avoiding excessive detail. Concise documentation is easier to review later.
8.Utilize Non-Textual Information
Use diagrams, graphs, photos, etc., to complement information that may be hard to convey through text alone.
9.Verify with Participants Before Sharing
- Confirm the content with attendees
- Make necessary revisions
After the meeting, have the draft of the record of proceedings reviewed by attendees to check for any inaccuracies or misunderstandings.
10.Leverage Tools for Creating Records of Proceedings
- Use transcription or record of proceedings creation features
- Utilize audio and video recordings of the meeting
Recording and filming the meeting can be extremely useful, especially for verifying detailed points later. However, it’s important to obtain prior consent from participants.
“Felo Translator” is recommended for creating records of proceedings
Felo Translator, an AI real-time voice translation app supports automatic transcription of recorded or filmed data, making it a recommended auxiliary tool for creating records of proceedings. It can transcribe from recordings or in real-time, supporting 15 languages and offering simultaneous interpretation, making it a versatile tool for international meetings.
Other Considerations:
- Adjust the writing style according to the meeting type and purpose
- Tailor the content and expression to the reader
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By keeping these points in mind, you can enhance the quality of your record of proceedings and effectively convey the outcomes of the meeting. A record of proceedings provides more than just a meeting log; it offers guidelines for decision-making processes, their rationale, and how the team will move forward. By creating a record of proceedings with attention to the mentioned points, all stakeholders can share the same information and work together towards achieving their goals.
Conclusion
Practicing the tips for creating a record of proceedings can save time and effort, significantly improving meeting efficiency. Especially, clarifying the meeting’s purpose, distinguishing between decisions and opinions, and sharing information with all participants are emphasized. Additionally, utilizing technology can make the creation of records of proceedings easier and more accurate. However, it’s important not to rely too heavily on technology alone but to incorporate human
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