The minute-taker takes the notes for the meeting and ensures these are published in a timely manner. Minutes should not be commentary or written as a detailed novel. Instead, they should be concise and succinct, using bullet points rather than long paragraphs so that the reader can quickly understand the outcome of the meeting. It’s a good idea to use the action/decision list as part of the meeting notes. The minute-taker should also:

• Record all participants in attendance
• Document topics discussed
• Summarize main points of each topic
• Keep a record of the date, time and place of the meeting
• Log all actions, decisions and issues
• Distribute minutes within a day or two after the meeting

The scribe documents discussion information during the meeting in a visual manner. This role may not always be necessary, however someone should be responsible for this position should the need arise. The scribe is most useful during brainstorming sessions where lists are created on flip chart paper or white boards or when key ideas or discussion points need to be recorded for all to see. Other pointers for the scribe are:

• Summarize and repeat information to ensure accuracy
• Write information large and clear so that meeting members can reference easily
• Post notes around room throughout the meeting
• Record what is said, instead of paraphrasing

The rest of the meeting participants have the responsibility of helping to create productive meetings. Everyone needs to prepare appropriately for the meeting and actively participate. This includes sharing ideas, fulfilling tasks and action items assigned, as well as following and helping to enforce meeting ground rules.

Utilizing meeting tools and ensuring roles and responsibilities are assigned is a good start for getting project meetings focused and keeping them that way. However, bringing some energy to our meetings can have the additional benefit of turning them into motivating opportunities. At Mindavation, we call these activities “team building minutes.” Energize your team and have a little fun with some quick motivating activities.

Try this one out . . . “What Makes for a Great Day?” Ask your team to think about what it would take for them to have a “great day.” For example, think about when someone asks you “How was your day?” and you can truly answer “I had a great day!” What was it about the day that made it “great?” Ask the team to take a few minutes to jot down what that day would look like to them. Then ask for volunteers to share. You will find out an amazing amount of information about what motivates your team members just by conducting this simple exercise. If someone says that they like to be able to check everything off their “to-do” list to make for a great day, you will know that this person thrives on accomplishment, wants to be challenged, not overwhelmed and would probably prefer assignments that are clearly articulated in a list format.

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