We often meet with staff at regularly scheduled times (recommended) or as needed. Making and keeping notes is an important part of the process. Scripture provides a model when it says, “Moses then wrote down everything the LORD had said.” (Exodus 24:4, NIV) If Moses needed to make notes, so do we.
The key is to use a format that works for you, one with which you will consistently follow through. Let me explain the system I use.
I meet with most colleagues at least once a week at a set time. I keep a Word file of each meeting. I date the meeting and prepare an agenda with a list of items I want to cover. As we discuss each item, I make simple notes below the item. The note may be as simple as “done” or it may identify the next steps. I make a note of any item not completed on schedule as well as a note about the reason. Then, I include future steps that will be taken and carry those items to a future meeting time.
Some items need a due date. When we agree on a time for completion, I put that date in my notes. Later, I copy due dates into my calendar for follow up. If a report is due November 16th, I can follow up on the 17th if not received. Then, I place it on the next meeting agenda. At times I add action items for myself. I copy these into my calendar, task list, or project plan.
During the week, when items come to mind, I place them in the file for the next meeting unless they require immediate attention. I prefer to cover many items at one time rather then constantly interrupt my colleague for little things.
Over time your notes give you a clear picture of a person’s performance. The trend is clear if you consistently move uncompleted items to future meetings. Likewise, your confidence increases when you regularly see completed items.
For example, when I discussed a past due item with a staff member; I reminded the person of three earlier times when the same work was late. I reinforced the importance of staying current. This accountability is very useful when staff reviews are due. Simply review old meeting notes. You can furnish examples of excellent work as well as opportunities for improvement.
In each meeting I ask if the staff member needs any assistance from me. The answer is usually no, but this opens the door for them to ask for help when needed. Also, I ask if they have anything they would like to discuss. The goal is to encourage good two way communication.
None of us has a perfect memory, so a good note system is necessary. Regardless of how you decide to keep meeting notes, follow through, and you will be a more effective manager.
Steve Marr, Your Christian Business Coach