I was asked to take minutes for another team during their User Requirements Confirmation Session last Wednesday.
What was meant to be a 4-hour meeting ended up lasting the whole day! The main issue was the users were not sure what they want. Even though the team has conducted 4 requirement workshops, the users were still not sure that day. Furthermore, there was this particular person who was always trying to contradict a requirement. He would usually start with, “Masalahnya … [bla bla bla]”. So then the argument starts …
Anyway, before the meeting, it’s important to take attendance and know who are the people there. Take note of the time the meeting started and use the meeting agenda to structure the minutes.
If you are not familiar with everyone, it would be good to have everyone give a short introduction before starting.
During the meeting, you must be attentive of what is being discussed, major issues raised and the decisions made. Only take note of the main points.
At the end, take note of the time adjourned.
For us, our minutes format would also include an Actions List at the end. So, everyone knows who needs to do what.
Once you’re done with the minutes, get a colleague to review its contents before sending out to the customers. Also, when you email them, include a message like this: “Please review the minutes attached. If there are any changes needed, kindly reply within one week. Otherwise, the minutes will be deemed correct.” This would kind of help the team if there are users who tend to deny that they ever said something during the meeting, which tends to occur with tough users and those who do not want to take responsibility … hehehe …