Meetings request and generate a significant amount of information that must be transmitted in writing before, during and after.
Before the Meeting
In the first place, before holding a meeting, there is the agenda which must be written and contains subjects, directives, information which must be written down to facilitate the holding, but above all, the agenda helps participants to be well prepared when they meet.
Well writing the agenda is, in my opinion, of great importance, because the content will give the starting tone of each subject. Just forget a word in a sentence and it takes on a different meaning. Therefore it is important to include the right elements.
During the Meeting
During the meeting, the note-taking must be done by an identified person beforehand and ideally, in a spirit of involvement of the participants. Alternate this task among the people when it is a recurring meeting. However, as everything happens at the speed of the speaker, it becomes difficult to transcribe word for word. Is it necessary to write down everything? The best approach is to take notes of what we think is important and use a meeting management solution, such as Beenote, and activate voice recording to help you complete the minutes later.
After the Meeting
Once the meeting has been completed, it is now time to write the minutes so that they can be accessed quickly for future consultation and also serve as a reference or evidence in some contexts.
Although the heart of a meeting is in a face-to-face mode (real or virtual) and all the exchanges are done verbally, its preparation, as well as its conclusion, remain written. There is an old proverb saying the words fly away but writings remain.
It is with this understanding of the importance of writing that we have chosen to have a partnership with Druide, publisher of the Antidote solution, we offer you integration to make you even better in writing of the agenda and minutes of your meetings.
Our Conclusion: Written or Spoken Words?
At Beenote, however, we believe that both forms of communication are equally important and complementary and must be of the highest quality. To conclude, in order to answer our original question, in a meeting context, the written words are as important as the spoken words.
Serial Technology entrepreneur with over 25 years of experience in managing and marketing of new technology. Beenote, 1st paperless meeting management portal for boards, committees and their teams.