The production and checking of minutes has been a perpetual problem for many organizations. In the first instance, unless there is a recording secretary already part of the group and present at the meeting, the chair must seek a volunteer to take notes. The quality of the notes will be dependent on the skill of that volunteer’s ability to take these notes while still being a participant in the meeting.
After the meeting, someone must interpret the notes and transcribe them into proper minutes. The problems here can include inaccurate or confusing notes, incomplete comments or the reflection of a bias on the part of the note taker and/or the minute writer.
Once draft minutes are complete, they are usually reviewed by the chair. This review can be influenced further by the memory of the chair and perhaps, the bias of the chair.
This all takes time. Usually, an unacceptable amount of time has passed before the minutes are completed and circulated. Often the minutes of the last meeting are included in the agenda package for the next meeting. It is difficult then for all members to evaluate them properly before approval.
With LORROS, the minutes of the meeting are produced as the meeting progresses and are available online in their complete form as soon as the meeting is over.
All comments and responses by the members are captured in the LORROS database and can be reproduced in a full transcript of the meeting. There can be no question of accuracy since they record exactly what was submitted.
All minutes and transcripts can be keyword searched for easier reference.
Learn more about LORROS Meetings (click here).