hey guys ECR G here and today we're gonna be talking about a better way to
take meeting minutes hey guys ECR G here and today we're gonna be
talking about a better way to take meeting minutes so as you guys have seen
if you've been watching my channel for a long time you guys know I did a series
on the most hated task in clinical research and the second most hated tab
in clinical research meeting minutes by far and away is the most hated task in
clinical research and now if you are having questions as to why this is go
watch the video on why it's the most hated task and I've come up with the
solution here to make it not as hateful now this is something that is very
important in clinical research specifically in project management and
I'm sure other fields have this too I know someone who's in finance and they
have meeting minutes too they have someone to take the meeting minutes
usually somebody who may not be as well-versed in the meeting topics you
know comes in like a secretary or somebody to do the minutes but here in
clinical research is gonna be someone like a clinical trial assistant like a
project coordinator like a project specialist whatever the role is you know
it's typically a project management persona that's gonna do this and you
know it's the minutes are really there for it to document what happened in the
meeting and they can serve a very important purpose especially when
especially when somebody wants to go back and understand what was talked
about during a meeting that's typically the scenario that they're used and the
reason why it's most hated is because it just takes so much time takes so much
mental bandwidth to be able to understand what's going on in the
meeting not to mention to prepare the agenda the agenda has to go out a
specific time before the meaning you have to get updates from the team member
if you're doing sponsor minutes you have to get updates from the sponsor team as
well you know you'll also have to prepare
special things for the sponsor before the meeting and then during the meeting
or after the meeting take the meeting minutes then have them sent out to the
team you have them sent out to the team and then have them criticize your work
over and over again weekend and week out so it just gets just tiring and you know
it just takes a lot of mental bandwidth to keep up with this now I was talking
with some co-workers of mine not too long ago and they said when they were
taking meeting minutes their meetings were only 20 to 30 minutes long and that
was shocking to me because I've taken hundreds and hundreds of meeting minutes
in my career and I have never had many meetings that were twenty and thirty
minutes long on the regular if they only lasted twenty or thirty minutes that was
an anomaly and that only happened a handful of time most of the time when I
took minutes they were minimum an hour sometimes two hours most of the time an
hour and 15 minutes so you know occasionally an hour and a half but they
were a minimum an hour and that was very rarely for it to be less than an hour so
I just takes so much time to deal with and I think the there's such a better
way to take the meeting minutes especially since they want some people
want everything captured some people just want the highlights why god oh I
got a way for it to be faster and you'd be able to understand everything that
was being said you'll better understand the tone of voice in which was being
said which will help out with understanding the tonality of everything
and how things are and you know just have a lot more information from the
minutes and it'll be faster for you to review you won't have to you know go
read every line in the minutes and you know see what was being said or whatever
so I have a way for the meeting minutes to be the best way that the media
minutes can be taken and that is for the meaning to be recorded and so what that
will do is it'll eliminate if the minutes are recorded it will eliminate
the need for someone to take meeting minutes
and write them down check for grammar all that stuff which takes a long time
and have them being sent out to the team so once they're recorded the person who
will then whoever's doing whoever used to do the many minutes will then go
through and do little bookmarks on the length of the recording saying what was
discussed at each section this has another purpose to that the agenda will
be strictly followed because then it'll be hard for them to say okay we jumped
apart here and then went back and talked about this none of that and that and if
you jump around in the meeting that makes it hard to take minutes anyway if
you're taking the meeting minute so it will encourage the project managers or
the project leader to strip to be strict with the agenda to follow the agenda
strictly so the minister come out of order therefore you will get out of your
meetings on time they will be less likely to go over because you'll be
following the agenda closely and they'll tag each section saying which part was
talked about where so that if you want to talk about let's say they're talking
about you know finalizing clinical monitoring plans so you skip to the part
of the meeting we're talking about finalizing clinical monitoring plans
we'll say it's at 30 minutes you skip to the 30 minutes section you listen for
the four minutes or however long or or what you get whatever information you
need from it and that's it so they're tagged really well so you can go back
and you know listen to everything that was said during that section I think
that's the best way to do the minutes and it frees up the project coordinator
or whoever's doing them to do other more important tasks because I mean they say
the minutes are very important and it's nice to be able to go back and look at
stuff but there's other tasks that are more urgent at that time like the
minutes are only urgent months down the line years down the line when you need
to go look at something that was said but there's other urgent things that
propel the trial to go forward at that at a specific time in the trial in the
minutes become more of a backburner issue so this way they'll take max 30
minutes after the meeting there'll be no you know sending them out
to people for their updates every day and having to incorporate their update
spending time and having to chase down people to give their updates they
already gave their updates in the meeting so there's no need to chase them
down all we have to do is focus on preparing the agenda and you're good to
go all right so I'm curious what you guys think about this way any project
managers or anybody high up listening to this video please you know put comment
down below what you think about this why aren't the meetings recorded and I know
sometimes on the sponsor meaning minutes from sponsor meeting they don't want the
beans recorded well I don't see why it can't be recorded because we're in a
professional environment so you're saying professional things and they're
whatever you're saying is being recorded in the minutes anyway so I can't the
meeting be recorded so yeah that's that so guys if you enjoyed this video please
like it share with all your friends let me know your thoughts down below maybe
you have a better way an even better way for minutes to be taken that will
increase the speed increase the accuracy in the proficiency of the whole team so
if you do comment down below email us that elites clinical group at gmail.com
for any inquiries and stay tuned for another video take care guys