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Meetings auf Englisch - Protokolle informeller Besprechungen

Schlagwörter: Meeting auf Englisch, Meetings auf Englisch, Englisch Meeting, Konferenz auf Englisch, Englisch Konferenz, Besprechung auf Englisch, Englisch Besprechung, Protokoll Englisch, informelle Besprechung Englisch

Many Business English publications describe
how to take minutes for formal
meetings that are chaired and run in
a highly structured manner. Informal
meetings, however – where staff gather
to follow a high-level agenda, and where
there is a meeting leader but no meeting
chair – are more the norm. Such meetings
often take the form of progress report
meetings, team meetings, problem-solving
meetings and brainstorming meetings.
And while a highly formalised approach to
taking meeting minutes is clearly overkill
for such meetings, the meeting minutes
themselves are still quite important.


The importance of meeting minutes

Even for informal meetings, knowing that
minutes will be taken helps motivate everyone
to stick to the agenda. But this isn’t the
only good reason to take minutes in informal
situations. Other important benefits are:


  • Informal meetings often cover much
    more information faster and result in
    the discussion of many ideas worth
    remembering – some of which may be
    developed on the spur of the moment.


  • Such meetings usually result in the
    identification of a number of action
    items and desirable outcomes that
    must be recorded to prevent them
    from being forgotten.


  • Sometimes, informal meetings resolve
    disagreements, clarify confusion and
    cement decisions. These events must
    be documented to prevent backslide.


Informal meeting minutes

These days, word-for-word records of who
said what, numbered in outline format such
as 1.1, 1.2, 2.1, 2.2, etc., are taken only for
very formal meetings. Informal meeting
minutes, in comparison, should be short
and focus on actions and agreements. If
the notes aren’t brief, no one will read them.
Short, precise and clear notes about what
happened in the meeting help ensure that
everyone recognises that the meeting had
measurable value and that decisions and
action items become realities.

The rules of informal meeting minutes

Notes should be short.
Important elements include:

  • Date and time


  • Venue


  • List of participants with initials of each


  • Who was absent


  • What was discussed


  • What was decided


  • What was agreed


  • List of action items, including identification
    of those responsible for each along
    with the desired outcome and timeline


  • Time meeting finished


  • Date of next meeting, if appropriate


  • Name of person taking the minutes


The meeting notes should be distributed
via e-mail within 24 hours of the meeting.

  • The e-mail should request immediate
    elucidation of inaccuracies or shortfalls
    in the notes.


If the meeting was one of a series of
meetings, the action item list should be
followed up at the beginning of the next
meeting in the series. This encourages:


Improved personal responsibility for
work on the team

Better conditioning of the team to
respond and perform

Improved efficiency of future meetings

Quickly reviewing the minutes from the
last meeting is a useful way to ensure everyone
is on the same page with decisions,
action items, agreements and status.

Documenting action items


All actions agreed to in the meeting should
be assigned to meeting participants who
are present. Unassigned actions are
rarely implemented, and it’s not fair to
assign actions to someone who is not
present. For each action item, the following
aspects should be documented:

  • Name of the action


  • Description


  • Priority


  • Objectives, including steps if relevant


  • Expected result, including identification
    of any measurements that validate
    that the action item has been successfully
    “delivered”


  • Current status


  • Projected timescale


If you’re taking the minutes

  • Sometimes taking minutes in a meeting
    can be a stressful activity. Rapid
    discussions can cause confusion about
    what has been decided and what discarded.
    If there is any confusion about
    an agreement, action item or other
    issue, your job as the person recording
    the meeting is to interrupt as needed
    to get the details straight.


  • Don’t worry about recording who said
    what. If capturing this information
    is important, use initials. Focus on
    documenting actions, agreements and
    decisions.


  • Type up the minutes immediately after
    the meeting while everything is fresh
    in your mind. Make sure you allow time
    for this on your calendar. If any issues
    are unclear at this time, clarify them
    with the correct individuals – while the
    information is still fresh in their minds
    – before distributing the minutes.


  • Your notes should be short, impersonal
    and document the facts. Keep in mind
    that the minutes are official business
    documents that will likely be archived
    as part of the corporate record.


  • To ensure accuracy and political correctness,
    review the minutes with the
    meeting leader before distributing them.


  • Remember that everyone will respect
    you for doing this difficult job!

Schlagwörter: Meeting auf Englisch, Meetings auf Englisch, Englisch Meeting, Konferenz auf Englisch, Englisch Konferenz, Besprechung auf Englisch, Englisch Besprechung, Protokoll Englisch, informelle Besprechung Englisch

Business English Trainer Weitere Artikel zum Thema Meetings auf Englisch finden Sie in unserem monatlich erscheinenden OWAD Business English Trainer.
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