I occasionally have a tendency to forget the precise details of meetings with the customers or stakeholders. Which is why I record the meetings so I may review them later and make sure I haven’t missed any important details? I would like to relisten to the conversation in order to obtain a deeper grasp of the topic that was covered and to gain a fresh perspective that was not immediately apparent to me during the meeting.
Do you face a similar problem?
I take notes in front of everyone during crucial conversations by sharing my screen with a notes sheet. I also occasionally jot down actions. Everyone will be able to view the meeting minutes, the requirements, and the activities that need to be taken afterward. Reviewing the notes and needs with the team and stakeholders in real time makes a lot more sense in my opinion. Following the meeting, I email out the link to the notes page.
This ensures that everyone has access to the information discussed and can refer back to it whenever needed. Additionally, by sharing the notes with the team and stakeholders, it promotes transparency and accountability within the group, fostering a collaborative and efficient work environment.
@PriyaVarma, In virtual meetings, how do you (or can you even) manage this? Is it possible to share a split-screen window that displays more than just the notes document while keeping the other material visible?
(I’m picturing zoom on a laptop screen; there probably isn’t enough space to share notes and product artifacts, etc., at the same time.)
@AhmadBashir, Yes, it is possible to share a split-screen window in virtual meetings that allows for displaying more than just the notes document while keeping other material visible. Many video conferencing platforms offer features like screen sharing or content sharing, which enable participants to show multiple windows simultaneously. This allows for seamless collaboration and presentation of various materials such as slides, documents, or webpages alongside the notes document. Additionally, participants can utilize chat or annotation tools to further enhance engagement and interaction during virtual meetings.
Instead of utilizing present mode when I’m using Google Slides to present a deck, I’ll just display my screen and take notes in real time in the “speaker notes” section. Alternatively, I’ll leave notes by making comments on the portion we’re discussing in a document I’m presenting on Google Docs or Notion. This allows me to have a more interactive and engaging presentation, as I can easily refer to my notes without disrupting the flow. Additionally, it enables me to provide more detailed explanations or additional information without overcrowding the slides.
I distribute “the other content” in advance. Everyone has access to the connection, which they can use at the meeting. It makes the discussion more productive by focusing on dialogue and activity rather than only going over an artifact. By distributing “the other content” beforehand, participants have the opportunity to review and familiarize themselves with the material. This allows for a deeper understanding and more meaningful contributions during the meeting, ultimately enhancing collaboration and problem-solving. Additionally, providing access to the connection ensures that all attendees can actively participate and contribute their ideas without any technical limitations or disruptions.
A few things to ponder upon:
I believe it’s more beneficial to focus on improving one’s interlocutor skills from the start. By actively engaging in dialogue and participating in activities during meetings, individuals can enhance their communication skills and build stronger relationships with their colleagues. This approach allows for a more dynamic and interactive exchange of ideas, leading to a more productive discussion overall.
Additionally, investing time in developing these skills from the beginning can have long-term benefits, such as improved collaboration and effective problem-solving within the team.
Let alone attending every meeting I have to attend for the first time, or even watching recordings of them, I just do not have enough time for that.
For focus group studies, the results are combined and summarized by our research/insights arm. When I do speak with customers, it’s usually about a particular problem or feature rather than something too general. Before we wrap up, I usually give a quick summary of the key ideas. Obtaining their contact details is also helpful for follow-up.
If problems persist, think about asking a teammate to take notes so you can concentrate on speaking.
I just wanted to throw in my two cents: do not ask teammates to take notes on your behalf. It is your responsibility to take notes if you are presiding over the meeting. It suggests that your active listening is more crucial than your teammates’ when you ask them to take notes for you.
Get proficient at taking notes on your own. As you converse, you can discuss those notes. Taking notes during a meeting not only helps you stay engaged and focused, but it also shows respect for your teammates’ time and contributions. By taking responsibility for your own note-taking, you demonstrate that you value everyone’s input and are committed to actively participating in the discussion.
Additionally, reviewing your own notes allows you to reflect on the key points discussed and ensures that important information is not overlooked or forgotten.
Although I believe your sentiment is admirable, I nevertheless wanted to express my disagreement.
I frequently take notes during meetings when I’m a supporting PM rather than the meeting leader, and I’m far better at doing so than the presenter is. When I share my notes with them, they usually find it useful.
Instead of just juggling two mental activities when I’m leading a meeting, I’m juggling multiple tasks at once: adhering to the agenda or the presentation, carefully listening to questions and crafting responses, scheduling the meeting so we can cover everything that has to be covered, etc. Yes, I have a lot more responsibilities, and since I’m in charge of the meeting, managing those obligations comes before those of someone else, whose role it is to attentively listen. Although I’ve gotten better at taking notes, my notes will never be as good as those of someone who is committed to listening.
It can be difficult to pay attention, participate, and take notes at the same time. But conducting a meeting and taking minutes are far more difficult. Not only do you have to actively listen and engage in the discussion, but you also have the responsibility of accurately capturing all the important points and decisions made during the meeting. This requires multitasking skills and a keen ability to prioritize information in real-time.
Refuse the invitation to take notes if you are unable to do so while still participating in the discussion. If this is genuinely a question rather than a demand, then answering “No” and providing an explanation ought to suffice. Additionally, the facilitator shouldn’t have participants take notes. However, requesting a note-taker is reasonable.
Having a dedicated note-taker allows participants to fully engage in the discussion without the added pressure of taking notes. This ensures that everyone’s input is valued and no important points are missed. It also promotes active listening and collaboration among the participants, leading to more effective decision-making during the meeting.
That specific piece of advice, I suppose, triggered a red flag for me since I’ve witnessed women (including myself) frequently assuming that role for others, and it can frequently be a slippery slope where women continue to take on more tasks for little or no benefit to themselves. I guess my counterpoint is basically just to be careful how you ask and stating why you need help can go a long way. I know many team members do the same, and I definitely want to be helpful.
However, it is important to establish boundaries and not let yourself be taken advantage of. It is crucial to prioritize your own well-being and ensure that the tasks you take on align with your own goals and interests. By communicating your needs and limitations, you can strike a balance between being helpful and maintaining your own personal growth.
If they allow it, I will record them all. If at all feasible, have notepads as well. I’ve previously used recordings that are preserved to catch others up on fresh information. Although I don’t usually replay, I might if I want more information on something we missed. Having recordings of the conversations can be beneficial for future reference and to ensure accuracy when sharing information with others.
Additionally, having notepads available can serve as a backup method for capturing important details or jotting down additional thoughts during the discussions. This can be particularly helpful for individuals who prefer to visualize information or who have difficulty remembering verbal conversations.
Moreover, having the option to refer back to notes or recordings can also help enhance the quality of discussions by allowing participants to focus more on actively listening and engaging in the conversation rather than worrying about remembering every detail. Ultimately, utilizing both recordings and notepads can greatly improve communication and collaboration in various settings.
Sure. It’s something we always do. These kinds of meetings are typically conducted using video calls, and it is very simple to simply ask to record the conference using the built-in feature at the start of the session if it can be used for future reference. After that, everyone receives a link to the recording and is made aware of it.
While some team members have rewatched these for precisely the reasons you mentioned—perhaps to revisit a detail that was missed in the notes—I personally have never done so because I normally find the meeting notes to be satisfactory.
I prefer to focus on actively participating in the meeting rather than spending additional time rewatching it. Additionally, I find that the written meeting notes provide a concise summary of the key decisions and action items. However, I can see how recorded meetings can be beneficial for team members who may have missed the live session or for those who prefer a visual reference for better understanding. Ultimately, the availability of recorded meetings adds flexibility and convenience to our collaboration efforts.
The major online meeting providers are all focusing on AI-based action extraction and meeting summary bullets. If your company will cover the premium when these become available, recording will become more valuable very soon.
With AI-based action extraction, online meetings can be more efficient as important points and action items can be automatically identified and summarized. This not only saves time but also enhances productivity by ensuring that key takeaways are not missed.
Additionally, the ability to easily access and review meeting recordings can be a valuable resource for training, reference, and documentation purposes within organizations.
By utilizing AI-based transcription services, meeting recordings can be transformed into searchable and editable text documents. This allows employees to quickly find specific discussions or decisions made during the meeting, making it easier to reference and incorporate into future projects.
Moreover, the availability of detailed meeting records can contribute to better accountability and transparency within organizations, as individuals can easily refer back to the recorded conversations to clarify any misunderstandings or disputes.
Overall, the integration of AI technology in meeting recordings has the potential to significantly improve communication and knowledge management within businesses.
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