How to take minutes: Easy as ABC – Accurate, Brief, Clear

Reflecting on meetings is an ordinary and necessary part of business. Assurance that the meeting went well and that you covered all your bases gives you peace of mind while you wait for the outcome. Good minute taking hinges on skill. Is the person that is taking minutes a professional? Are they proficient in the language used in the meeting? Are they able to afford the required attention to detail? Using a trained and professional virtual assistant for taking minutes at your meetings will provide you with reports that are accurate, brief and clear, and save you precious time.

Audio transcription is the art of converting voice recordings to script. This involves multitasking and research in finding the right word for each recorded sentiment. A good transcriber should be a linguist of sorts and abreast of terminology used in various sectors of business. For this reason alone business can benefit from investing in the services of a professional to ensure accuracy. 

Accuracy depends on the following factors:

  1. Quality of the recording equipment. Mediocre equipment will result in muffled and crackling recordings that are difficult to transcribe. Important words and phrases get lost. In criminal law proceedings, this can have detrimental repercussions. Quality headphones and digital recorders are essential to accurate transcription. 
  2. Competence. Is the transcriber competent in the use of the recording devices? Are they trained and skilled to convert the audio files to text correctly?

Brevity is achieved by skillfully interpreting and eliminating all the diplomatic banter before and in-between, and determining the core of a matter. It involves highlighting only what is relevant and beneficial to parties engaged in negotiations. Keeping the minutes brief is an art best left to a professional virtual assistant. 

The clarity of your minutes depends on the following: 

  1. Language. Is the transcriber proficient in the particular language and industry jargon? Are they bilingual or multilingual? The last thing you want at your meeting is an overconfident employee that wades into deep water unprepared. Language comprehension is key and prepares the way for excellent summaries and sound conclusions. 
  2. The ability to paraphrase or rewrite also affects the clarity of the final product. 

Businesses and companies everywhere are increasingly making use of the value that professional virtual assistants provide. Consider hiring a professional transcriber to take care of this small detail so that you can remain focused in your next meeting.

 

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AdminAssist is South Africa’s largest and most trusted group of part-time assistants.
We love administrative tasks! And we’re really good at it too. So we do people, companies and various organisations’ admin on a part-time basis. Whether you just need someone to sort out your piling system quickly or a regular administrative assistant to support your daily operations, we have a solution!

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