Discuss the various methods of recording the minutes for a business meeting

What will be an ideal response?

Discuss the various methods of recording the minutes for a business meeting.

Using a notebook computer. Key notes during the meeting, but not verbatim. The notes will be mostly completed when you leave the meeting. During the meeting your computer can be used for more than recording notes. It may operate independently but may also be connected online to the office network. This connection allows access to information that may be needed during the meeting

Using a Notebook. You are not expected to take a verbatim transcript. Only motions and a few other items must be recorded verbatim, Your task is to record the essential information that will serve as a basis for writing the minutes to record the action taken during the meeting. Include the time, date, and place of the meeting; attendance; references to corrections and additions to the minutes; who is speaking to introduce reports and make motions; paragraph and page references to distributed materials being discussed; the exact statement of each motion if the chairperson does not state it; who volunteers for follow-up work; time of adjournment; and anything else that would be helpful to you in preparing the minutes.

Using Computer Software. When participants are in various locations which could require expensive travel to attend a cost-saving or time-saving alternative is to use computer software such as Wimba to digitally record the meeting. The participants view and participate in the meeting via their computers at their location rather than traveling. The software is interactive between participants just as if they were face-to-face. The software broadcasts the meeting which can then be archived as a permanent record. A hard copy of the minutes can be created by viewing the meeting.

Using a Tape Recorder. A tape recorder is used to obtain a verbatim record of a meeting for the purpose of (1) preparing a verbatim transcript, (2) assisting the secretary in writing the minutes, and (3) securing a record of discussions on controversial topics. When you are recording a meeting on tape, you need to be alert to what is not being recorded and take essential notes.