Review the meeting minutes: Follow these steps:
- Make sure the minutes are transcribed onto an official template
- Have your note taker clean up the minutes
- You must then review the minutes and change as needed
- Take your time and make sure the minutes are accurate.
- Ask trusted team members to review the minutes and offer input
- Be careful of sensitive information or injecting personal feelings into the minutes
- Do not distribute the minutes without proper vetting and review
- The meeting minutes are considered and must be filed with the “official” project documents
Distribute the minutes: Send a copy of your minutes to the meeting participants. Ask them to review the minutes and provide feedback if they see inaccuracies. Let the participants know that you are “open” to making changes. If available (and acceptable practice), you should publish the minutes on an Intranet or other media for public viewing.
Amending the “published” minutes: If you encounter a situation were someone on the distribution finds and error or omission in the minutes, do not be afraid to amend meeting minutes. Make sure the updated document contains the word “Amended” in the title.
Follow up on Action Items: Review the minutes periodically and make sure that action items are being addressed.
Ask for feedback: Ask meeting participants for feedback regarding the meeting. Their comments should also include specific feedback related to your ability to conduct the meeting and overall performance.
Tom Carlos has over 20 years of cumulative experience in business, technical, and training environments. He is a Certified Project Management Professional (PMP) and member of the Sacramento Valley PMI Chapter. For other articles on similar subjects, you can visit www.carlosconsulting.com or contact him at firstname.lastname@example.org.