Do you have to write a meeting summary but don’t know what steps to take to make it optimal? Don’t worry! In this article, we will show you how to proceed in a methodical and efficient way!
1 – Sorting the information
This exercise is particularly difficult, especially if you are under time pressure. First of all, try to determine the guideline, the common thread of the exchanges. From there, you will be able to attach some elements and details that seem essential. Always ask yourself what is really essential: this will help you to avoid getting lost in the many details.
2 – Adopt an effective style
Here, prefer short sentences, constructed with a subject, a verb and a complement, and which go straight to the point. Favour split sentences rather than long ones, which are more difficult to understand.
3 – Adapt to the format of the document
Depending on the length of the document, you can more easily decide to delete certain elements that seem less important. Your document should then be considered as a real aid to writing your summary and not as a constraint.
4 – Identify the logical structure
The synthesis exercise is particularly complex as it requires you not to create misunderstandings and distort the words of the various speakers. It is up to you to be able to quickly summarize the thoughts of each person, paying attention to the various key words they might say. Pay attention to the argumentation, for example: “I don’t agree with David because…”.
5 – Disregarding language clutter
All the language tics, hesitations or repetitions are elements that should not appear in your summary.
6 – Generalize
Speakers may tend to give a lot of details in their speech. If you can group together certain elements that are concerned with the same problem, do so! You will then generalize and simplify the whole thing to focus on the essentials.
7 – Refine
The further you go in your writing, the more you will be able to refine the elements you have transcribed. You will probably write more at the beginning, but this will become more refined with time.
8 – Proofreading
When proofreading, remember to pay particular attention to the beginning of your essay. The first few lines will get the most attention.
9 – Use transcription software
With Noota, you can import an audio or video file and have it transcribed in just a few minutes! Similarly, when editing your generated text, you can create a summary of your exchanges, notably thanks to the various questions that may have been asked.
Noota allows you to gain in efficiency but also to devote your working time to other tasks!