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Getting meeting minutes faster

From: Monday Productivity Pointers

Video: Getting meeting minutes faster

Hi, I'm Jess Stratton and welcome to Monday Productivity Pointers. I've got my browser open and right now I'm logged in to my Google Drive.

Getting meeting minutes faster

Hi, I'm Jess Stratton and welcome to Monday Productivity Pointers. In the last video, I gave you some ways that you can run an efficient meeting and one of the things I talked about was getting meeting minutes out to latecomers so that you don't have to catch them up while you're in the meeting. Well this video is all about ways to take efficient meeting minutes and get them out to people quicker. Now I'll be talking about using cloud word processing software like Microsoft Sky Drive and Google Drive, but finally I'll end up showing you a tool called minutes.io.

Now the last thing you have to worry about is whether you'll be taking the meeting minutes yourself or whether you can delegate it to somebody else. I've got my browser open and right now I'm logged in to my Google Drive. Now if you want to learn more about Google Drive, I do have a dedicated course all about it. So this is a very quick and efficient way to create meeting minutes. And it also works the same way if you use a different kind of online storage such as Microsoft SkyDrive. You can still create a document and share it out with somebody else if you know their email address.

So, the first thing you can do in Google Drive is click the red Create button and select a document because a word processing document is the best format for meeting minutes. Now I've already gone ahead, and created a basic Meeting Minute template. This is what the word processing document looks like in Google Drive. Now remember, this is completely free if you have a Google Account. It's the same thing with Sky Drive. You can create documents, you can create spreadsheets and presentations and you can save them all online.

Access them wherever you want from a tablet, from a browser, and you can share them out, to whomever you want. It's very powerful, and it's very free. So moving on, I've got my Meeting Minutes, the Date and here's those that are attending. Now the most efficient way to take Meeting Minutes, in this day an age where everybody has a laptop or a tablet, is to type the meeting minutes as they're happening. So hopefully, you can have some sort of internet access in your conference room and you can open up a Google Document, start working on it.

Create your very quick bullet pointed notes and your very quick and easy to read action items for people. And when you're ready to send them, in Google Drive on the very top right hand side of that document there's a button that says Share. Clicking that button, will allow you to Invite People to share your document and it's a simple as adding email addresses. So you could type in email address, and then add a message if you want. I'm going to click the blue Add Message and then type Here's the minutes from the meeting.

Now this is fantastic because once you're done with the meeting you can have those minutes delivered to people by the time they get back to their desk. I can click Share and Save, click Done and off it goes. Now everybody has access to see this document. So that's how to use it, using something like Google Drive or Microsoft SkyDrive. There's also dedicated software for this. And one of the most versatile ones out there, is a website called www.minutes.io.

This is how to use Meeting Minutes. And it gives you a built-in template. You don't even need an account, though you can have one. In fact, right when you log in to their website, there's a big green button that says Start using minutes.io. If I click this button, it's going to give me this beautiful template. So the first thing I can do is type in my Meeting Title It automatically puts the date in. I can specify where if I wanted to. Certainly don't have to. As I'm the Minute taker, I can put in my name and email address, and I can put in the names and email addresses of all the other Attendees.

I can put in as many as I want. I can even add CC members, by clicking Others CC, because this might be people who aren't at the meeting, but might want to copy of these meeting minutes. Finally, I can click About this meeting if I wanted to put in a little blurb about what the meeting was about So even gives me, some simple action items. For example, if there's a particular Topic, if there's an action item, or a Decision, or an Idea that we came up with, the Idea here, is to keep these very simple.

An this software, is to try to make this as simple as possible. We want it to be easy for people to read and we want it to be quick for us to type. So this is a Decision. So the next meeting is on August 23rd. I can date it if I want and I can put in the Owner of who the to-do is for, or who came up with the decision. So, once it's all done, an I've come up with all my points, all my Decisions, all my Infos, all my Ideas on all the particular Topics that I want to talk about, then, I can choose to file this meeting.

If I click the Save button, it's going to save it. And I can also click Send and it will send a copy of these meeting minutes to every body who will attend our meeting. I can also do other things like Copy it to a new meeting minute template. Or even Printed out for everybody. If I don't want it anymore, I can click the Delete button. Now if I do have an account there's more things I can do such as call up older meeting minutes. But you'll quickly see that this is very powerful software.

In fact, if there's no Internet access into the conference room that I'm going to, I can bring this up on my laptop. Start working on it offline in that conference room, and then as soon as I have internet access, it will send it out to everybody. It's wonderful software, it's free, and it will make all your meeting Attendees very, very happy.

Show transcript

This video is part of

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Monday Productivity Pointers

121 video lessons · 50668 viewers

Jess Stratton
Author

 
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  1. 9m 31s
    1. Migrating to Google Apps
      9m 31s
  2. 10h 24m
    1. Welcome to the series
      1m 13s
    2. Running a group meeting with coworkers
      7m 19s
    3. Recording and marketing chat on air
      8m 30s
    4. Creating a quick presentation
      5m 37s
    5. Presenting from an iPad or computer
      3m 36s
    6. Migrating your accounts to Mint.com
      9m 55s
    7. Setting budgets and goals
      7m 4s
    8. Collaborating on team documents
      5m 53s
    9. Creating an online photo gallery
      4m 58s
    10. Kickstarter: Setting up your project
      10m 41s
    11. Driving traffic to your project
      5m 48s
    12. Conducting a voice call with a virtual team
      6m 40s
    13. Adding video and chat notifications
      4m 7s
    14. Accepting a payment with Square
      4m 35s
    15. Using the Square Wallet
      2m 32s
    16. Setting up shop on Etsy
      6m 31s
    17. Tracking your Etsy sales with Shop Stats
      4m 9s
    18. Raising your Klout score
      7m 3s
    19. Earning Klout perks
      4m 55s
    20. Skydrive: Collaborating on team documents
      4m 56s
    21. Skydrive: Accessing files on the go
      2m 57s
    22. Setting up Google alerts to track your data
      5m 5s
    23. Removing a page from the Google search index
      4m 42s
    24. Browsing privately in public
      4m 38s
    25. Cleaning up your session before logging out
      5m 8s
    26. Troubleshooting a remote computer with TeamViewer
      3m 42s
    27. Taking screenshots from a PC
      4m 12s
    28. Taking screenshots from a Mac
      3m 36s
    29. Setting up Find My iPhone
      3m 36s
    30. Using iCloud to find an iPhone
      3m 49s
    31. Sampling color from the screen
      5m 27s
    32. Using ColourLovers.com for inspiration
      3m 22s
    33. Get an audio clip onto YouTube using iPhoto
      5m 49s
    34. Creating playlists and customizing your YouTube channel
      5m 41s
    35. Record your screen using QuickTime
      3m 14s
    36. Record your screen using CamStudio
      2m 34s
    37. Using Tempo Smart Calendar when you are going to be late
      3m 9s
    38. Using Twist to let your customers know where you are
      3m 38s
    39. Using Wunderlist to track multiple projects
      9m 0s
    40. Use the Wunderlist browser extension to create tasks on the web
      5m 46s
    41. Using Smart Mailboxes with Mac Mail
      6m 52s
    42. Customizing the Mac Mail View
      7m 13s
    43. What's a firewall?
      7m 36s
    44. What is the Cloud?
      4m 42s
    45. Creating your own recipe with IFTTT
      7m 19s
    46. Browsing existing recipes with IFTTT
      5m 7s
    47. Installing the Feedly browser extension
      6m 34s
    48. Customizing Feedly
      6m 53s
    49. Understanding the basics of Twitter
      9m 9s
    50. Using Tweetdeck to handle multiple accounts
      9m 14s
    51. Working with URL Shorteners
      5m 45s
    52. Using bit.ly
      8m 31s
    53. Creating Quick Parts to re-use text
      6m 19s
    54. Moving your Autotext to a new computer
      6m 7s
    55. Shutting off access to social networks
      6m 18s
    56. Hiding taskbars
      2m 36s
    57. Exploring the iOS 7 Update
      10m 7s
    58. Running a productive online meeting
      3m 44s
    59. Getting meeting minutes faster
      6m 47s
    60. TextExpander for Mac
      7m 6s
    61. Breevy for Windows
      3m 44s
    62. Using Smart Folders on a Mac
      5m 52s
    63. Using Windows Libraries
      4m 25s
    64. Finding large attachments in your email apps
      5m 13s
    65. Use Ninite to install all your PC apps at once
      3m 30s
    66. Use Get Mac Apps to install your Mac apps at once
      2m 56s
    67. Creating a disposable email address with Guerrilla mail
      4m 7s
    68. Creating an email address that lasts only 10 minutes
      3m 16s
    69. Finding and adding local vendors to enhance your iOS reminders
      3m 45s
    70. Adding geofencing to Find My Friends
      3m 20s
    71. Turning a Word document contract into a PDF
      4m 1s
    72. Turning a PowerPoint presentation into a PDF
      4m 10s
    73. Resetting browser site passwords
      7m 11s
    74. Disabling toolbars, resizing screens, and accidentally closed tabs
      7m 42s
    75. Identifying your wifi's weakest link
      7m 59s
    76. Setting up dual band speed on your router
      7m 36s
    77. Add your social media activity to your website
      8m 54s
    78. Using WordPress mobile to update on the go
      4m 48s
    79. Matching the header row on your spreadsheet files
      8m 20s
    80. Using a formula to merge first and last name columns
      5m 58s
    81. Using JoliDrive to browse cloud app data
      5m 11s
    82. Using JoliDrive on an iPad
      4m 31s
    83. Finding deals on eBay using misspelled listings
      4m 18s
    84. Searching for promotional and coupon codes online
      5m 52s
    85. Sending real postcards from your computer with Postagram
      4m 25s
    86. Using Postagram to send a real postcard from your smartphone
      3m 55s
    87. Getting to Inbox Zero
      11m 4s
    88. Using existing GMail labels with Mailbox
      3m 19s
    89. Adding 2-step authentication
      3m 39s
    90. Enabling in-app PIN codes
      3m 31s
    91. Accessing your digital movies
      5m 20s
    92. Copying movies onto a device
      3m 25s
    93. Using Genius Scan to scan your documents
      3m 34s
    94. Sending your scans
      2m 41s
    95. Using Acrobat to ink sign a PDF
      4m 49s
    96. Writing a letter of recommendation
      7m 49s
    97. Constructing a successful press release
      4m 48s
    98. Troubleshooting wireless security
      4m 48s
    99. Writing a claim letter
      5m 22s
    100. The best reasons to try online chat customer service
      5m 9s
    101. How to do a firmware update
      6m 34s
    102. Siri, your iPhone assistant
      4m 48s
    103. Writing an email that gets read
      4m 51s
    104. Writing an email that requires action
      2m 54s
    105. Your Blu-ray questions answered
      3m 50s
    106. Using LittleBit to photograph your goal progress
      3m 9s
    107. Exporting WordPress blog entries
      3m 28s
    108. Understanding how Office 365 works
      5m 9s
    109. Using Waze for crowdsourced GPS
      2m 58s
    110. Downloading your Facebook timeline
      3m 10s
    111. Scheduling email with Boomerang
      4m 24s
    112. Google Labs for Calendar
      2m 58s
    113. Finding missing songs in iTunes on your iPhone
      2m 10s
    114. Requesting your Twitter archive
      2m 59s
    115. Using Doodle for easy group scheduling
      4m 59s
    116. Easily remote to another computer with Join.me
      3m 47s
    117. Keyboard shortcuts for YouTube
      2m 58s
    118. Easily annotate images with Skitch
      6m 4s
    119. Blurring photos for posting on social networks
      6m 41s
    120. Get your Google Calendar schedule by email every morning
      3m 3s

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