WHY YOU SHOULD NO LONGER TAKE MINUTES IN MEETINGS

For some interviews or meetings, making notes (or taking Minutes) is fine, however, there are certain times when having an audio recording would be far more beneficial. It ensures accuracy and, should the need arise, it can be used to ascertain exactly who said what.

The main types of interviews to consider recording are:

• Work/performance related meetings
• Disciplinary and grievance interviews
• Termination of Employment interviews
• Focus groups
• Brain-storming sessions

If you, or someone else, is making handwritten notes of what is said and by whom, there is the chance information can be missed, especially if there are several participants or the interview becomes heated. If the note-taker is also involved in the meeting, then the task becomes even harder.

It is far better to have an audio recording of the interview ensuring that every word that is spoken (and by whom) is picked up. This way all participants are involved fully and can forget about needing to capture any salient points. If the plan is to have a typed version, then the recording also ensures the resulting document will be accurate.

Certain meetings, like disciplinary or grievance interviews can be highly emotional and people do forget what they have said. At a later date, if there is a disagreement over whether a person said something or not, with handwritten notes there's no proof as to accuracy. If a recording is made, it can be played back to check.

In one follow-up meeting we transcribed, the subject of the disciplinary action complained that the transcript of the previous meeting hadn't recorded accurately what they had said. They were determined to prove the process was biased and even the typist of the transcript was against them. The interviewer was able to access the audio recording of the previous meeting and the relevant sections were played back to the person. The interviewer also went on to explain the transcripts were typed up by an outside agency, not connected with the company. precisely to ensure there was no bias.

Focus group and brain-storming sessions should also be recorded. You have a large number of participants who will, at times, interrupt and speak over each other. While, admittedly, listening to the recording and trying to hear all that was said in these situations would be hard, attempting to take handwritten notes at the time of the meeting would be almost impossible.

So, making an audio recording ensures you have the best chance of capturing all the ideas that come out of the brain-storming or focus group.

Want to download the PDF of this?
If you want to keep this article for future reference, or to pass on to colleagues who may be interested, why not download the PDF? It even fits on one side of an A4 page, so why not pin it to a noticeboard where others can see it?

no_longer_take_minutes.pdf
File Size:	3865 kb
File Type:	pdf

Download File

---