THE MEETING MINUTE: A TOOL AGAINST MEETING SYNDROME

Meetings are an essential collaboration tool in the workplace. However, when poorly prepared and managed, they become a significant waste of time. According to a study by the Harvard Business Review, executives spend an average of 23 hours per week in meetings, with much of this time deemed unnecessary. To combat this “meeting syndrome,” which hinders productivity, a simple and effective concept is emerging: the Meeting Minute.

The Meeting Minute is an approach that turns meetings into tools for action and follow-up, focusing on decisions and responsibilities rather than endless discussions. In this article, we will explore this concept, its methodology, and how it helps track the progress of decisions to avoid futile meetings.

What is the Meeting Minute?

The Meeting Minute is an ultra-synthetic reporting method that doesn’t simply summarize discussions but focuses solely on the actions and decisions made.

It rests on three key elements:

• Decisions made → What has been approved and agreed upon.
• Actions to be taken → Who does what, and by when.
• Follow-up on actions → A progress update on decisions during subsequent meetings.

Unlike traditional minutes, which are often long and tedious, the Meeting Minute is a brief, clear, and actionable document that encourages participants to take responsibility and make real progress.

Why is it essential against meeting syndrome?

1. It refocuses the meeting on decisions and action
   Many meetings go in circles with discussions that lead to no clear conclusion. The Meeting Minute imposes rigor: each point discussed must lead to either a decision or an action assigned to a responsible person with a deadline.
2. It prevents information loss and repetition
   How many times do we revisit the same topics in meetings because no clear follow-up was established? With a Meeting Minute, decisions are documented clearly, which prevents re-discussing already addressed topics.
3. It holds participants accountable
   One of the major issues with ineffective meetings is the lack of responsibility. The Meeting Minute assigns a person responsible for each action and sets a deadline, compelling everyone to act and be accountable.
4. It optimizes the time of future meetings
   Thanks to the follow-up on actions, the next meeting starts with a progress update, thus avoiding unnecessary recaps. This saves time and ensures decisions don’t remain unimplemented.

How to implement an effective Meeting Minute methodology?

1. Structure the Meeting Minute into 3 parts
   The Meeting Minute document should be simple and concise, divided into three sections:
   • Decisions made → What has been agreed upon, clearly.
   • Actions to be taken → Tasks assigned with a responsible person and deadline.
   • Follow-up on previous actions → The progress of decisions from the previous meeting.
2. Designate a Meeting Minute responsible
   It is crucial to assign someone to take note of these elements during the meeting. This role can rotate, but it must be clearly defined to avoid forgetting any points.
3. Distribute the Meeting Minute immediately
   A Meeting Minute should be sent out right after the meeting (ideally within an hour) so participants receive a quick reminder of the decisions made and actions to be taken.
4. Start each meeting with the follow-up of actions
   In the next meeting, the first point to address should be the follow-up on ongoing actions. This allows:
   • Verifying if tasks have been completed.
   • Reminding people who are behind schedule.
   • Ensuring decisions are not left unaddressed.
5. Establish collective discipline
   The effectiveness of the Meeting Minute depends on everyone’s commitment to following the methodology. To achieve this:
   • Limit the duration of meetings → An effective Meeting Minute goes hand in hand with short, focused meetings.
   • Require justification for any action not carried out → No follow-up = no progress.
   • Encourage a results-driven culture → Focus on the impact of the decisions made.

The concrete benefits of the Meeting Minute

✅ Fewer unnecessary meetings: By focusing each meeting on action and follow-up, repetitive or aimless meetings are drastically reduced.

✅ Faster implementation of decisions: Actions are immediately followed up on, speeding up the execution of decisions.

✅ Better accountability: Everyone knows what they are responsible for and can’t evade their commitments.

✅ Increased transparency: The Meeting Minute clarifies expectations and responsibilities, minimizing misunderstandings and gray areas.

Conclusion: The Meeting Minute, a key tool for effective meetings

Fighting against meeting syndrome doesn’t mean eliminating all meetings, but rather making them useful and action-oriented. The Meeting Minute is a simple yet powerful tool to prevent fruitless meetings, hold participants accountable, and ensure real follow-up on decisions.

When rigorously adopted, it transforms meetings into performance boosters rather than time and energy drains.

So, are you ready to take action with the Meeting Minute?