Meeting tip: create a visual record
Many of us have been in meetings where a visual record of the comments made by participants were captured by the facilitator or recorder. There are two important reasons to record: the first is help the group complete its task effectively by keeping track of its ideas and agreements. The second is to keep the process of the group working smoothly by assuring all voices are heard. Recording comments is a way to show participants you have heard what they said.
Anyone can be a good recorder by following a few simple guidelines:
- Capture the actual words of the speaker. Avoid paraphrasing or summarizing (ironically, doing this actually slows down your recording).
- Worry less about spelling and handwriting and more about completeness and accuracy.
- When you miss a word or a comment, stop the group and get clarification.
- Write large enough for readers at the back of the room to see. This usually means letters between 1.5 and 2 inches high.
- Use marker colors people can easily read, black, blue, green, brown, purple for all text. Only use red, yellow, and orange for highlighting.
- Alternate colors to distinguish comments. This vastly increases legibility.
It is important to quickly transcribe and distribute the recorded notes of the group. Do not despair if you have many sheets to transcribe! Because you have written large, the actual number of words is less than what you think.
Recording is an important part of an effective meeting. Try it the next time your group gathers.
Filed by Joseph McIntyre under Facilitation