Common Meeting Minute Taking Mistakes

Since in the near future all the mass events that we will attend will be held online, it is high time for the organizers to improve the quality of their remote events.

What Should You Do to Avoid Meeting Minute Mistakes?

This year, we all witnessed the urgent transfer of events to the online format. Few were ready for such an extraordinary turn of events, and there were some mistakes and overlaps. Let’s list the most common ones, based on the assumption that all the preliminary work on advertising and gathering an audience for the event was done perfectly.

To make your meeting minutes effective, try to structure your speech and highlight the semantic blocks in which you will tell in simple language about the most important and relevant. So the information will be easier to perceive, it will be assimilated and remembered by the listeners. To “break the ice” at the beginning of the meeting, you can arrange a roll call: ask a small group of colleagues for the latest news, and find out from an unfamiliar audience what city they are from and who they work for. Stock up on a couple of interesting stories to take the first few minutes. Having an unobtrusive conversation will help to win over the listeners and learn a little more about them.

Participants’ access to the online meeting minute:

  • If the event involves interaction with the audience, then registration of participants is carried out.
  • The link to the event is sent personally to registered participants.
  • Participants are identified in the “waiting room” of the video conferencing platform.

Top 5 Common Meeting Minute Mistakes

  1. Allocate a few resources to promote the meeting minute.

There is a stereotype that organizing and attracting an audience to an online event is much easier than its offline counterpart. Because of this, many devote less time to preparation and promotion than necessary, resulting in technical problems and insufficient registrations.

2. Do not “squeeze” those who are interested in the meeting minutes.

If you have a free event, getting registration from a potential attendee is half the battle. Many people register for online conferences just in case, because it does not require much effort. Therefore, the organizers need to “put the squeeze” on the audience, to make sure that people do not forget about the event.

3. Duration.

Do not overtighten! There are only 24 hours in a day, of which the third pass in a dream, all the rest are extremely valuable for those who strive for new knowledge and, for this reason, they have allocated an hour or two of their time to communicate with you. Appreciate it! Time is the only irreplaceable resource. The duration of one report should be no more than 20-30 minutes, and the whole event, together with the discussion that follows after the speakers’ speeches, should preferably be accommodated in 2 hours, otherwise few people will watch your broadcast to the end.

4. Not developing a clear plan for working with speakers.

One of the main mistakes of the organizers is to hope that the speakers will prepare themselves for the speeches, and the technical team will only have to connect them to the conference.

5. Chasing a large number of media partners.

Another gross mistake when promoting an event is to think that a large number of media partners will ensure a good turnout.

This entry was posted in Board Room Blog. Bookmark the permalink.