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"So what happened in the board meeting?" That's the question often posed to people just coming from a board or committee meeting or from a conference call or Google hangout. And in our always-connected era with instant communication, what are participants to say or share? Organizations need to develop an ongoing strategy for communicating real-time meeting output.
Meeting minutes are the official legal record of meeting discussions and decisions. As a result, they often are shared only shortly before the next board meeting, reviewed primarily for accuracy.
While that is an appropriate process for archival purposes and looking backwards, it does little to help an organization move forward in real-time. I think every organization needs the equivalent of "Minutes in Minutes," a quick summary of key conversations produced as part of a meeting wrap-up or immediately following the end of the meeting.
The purpose of these meeting notes is to:
- Ensure individuals attending a meeting have a shared understanding of the story to share with those not present
- Offer a more informal, yet informative meeting summary to an organizations' stakeholders
- Build on a meeting's decisions by getting people in action quickly
So definitely continue to use official minutes to preserve the memory of what transpired.
But it's past time to create a meeting summary that can be shared in minutes and build momentum.
How does your organization get the word out quickly about what took place in meetings? Share your approach int he comments so others can learn from your efforts.