Online Virtual Meeting Minutes

As early as possible. Although we can accommodate last-minute requests, the last week of the month is our busiest time and certain requests may be difficult to accommodate. Reaching out early ensures that we can secure the date for you without issue, makes it easier to schedule your regular minute taker, and gives the minute taker more time to review the meeting materials to prepare for the meeting.

Our standard turnaround time is 5 business days for in-person and virtual meetings and 10 business days for recorded meetings. If you need your minutes urgently, please let our team know ahead of the meeting so that we can make the necessary arrangements for you. Please note that an urgency fee does apply to meeting minutes delivered in 3 business days.

Certainly! Contact us to request some sample meeting minutes for your industry.

Absolutely! We understand that each organization has its unique style and requirements. Our professional minute takers are adept at tailoring the format of the minutes to align with your organization’s specific needs, ensuring a personalized and seamless experience.

There are many good virtual meeting options such as Zoom, Google Meet, Microsoft Teams, and Webex. We are happy to work with the platform of your choosing. We can also provide you with a virtual hosting option for your meetings.

• Ensure that meeting participants speak clearly, one person at a time, and identify themselves before making their first comment.
• Make sure that speakers are near the microphone so that those attending virtually can hear them speak clearly.
• Mute people who are not speaking to reduce background noise.
• Clearly state the name of individuals who make or second motions, as well as the name of the person responsible for an action item.
• In advance of the meeting, send us your meeting materials, such as the agenda and management report, so the minute taker can refer to these documents to better understand the context of the topics discussed.

If the minute taker misses or encounters difficulty in hearing certain information during the virtual meeting, they will request clarification. You can advise us on how you prefer we do this in a way that is not intrusive, whether that’s raising a hand or typing a question into the chat function.

As part of our service, we offer one round of amendments in our fees. The minute taker will highlight any unclear sections (e.g., a dollar amount to be confirmed or a name), and you can instruct us on how to fill in any missing details.

There are a few ways to help the minute taker know who is speaking during a virtual meeting. First of all, it is helpful to provide a list of meeting attendees in advance to ensure that names are spelled correctly. Attendees should adjust their screen name to their full first and last name, and it is helpful if each attendee can state their name out loud at the beginning of the meeting. An effective meeting chair is also very helpful, particularly if they can state the names of attendees making motions or being assigned action items, as these details need to be recorded. This is especially important if using a teleconference option (without video).

Yes, please send us your meeting materials so that we can prepare the best online meeting minutes possible. This includes any items being shared with the meeting participants, such as an agenda, previous minutes, financial statements, reports, and any other materials to be discussed.

While we can certainly work with recorded meetings, having a live minute taker brings real-time accuracy and context to the documentation process. This allows for immediate clarification of any points, ensuring the most precise representation of the meeting discussions.

Absolutely! Our team is well-versed in producing meeting minutes from recordings. And if you have a backlog of recorded meetings that require meeting minutes, we can get that cleared for you in no time.

Yes, we offer a secure online platform for uploading your files and recordings to our system. The recordings are encrypted in transit and at rest. Access to these recordings is strictly controlled and the files are view only or listen only via our secure internal portal.

Our commitment to confidentiality is paramount. Our minute takers sign non-disclosure agreements (NDAs) upon hiring and adhere to strict privacy guidelines. All information and discussions are treated as confidential, and access to client files is limited to only those team members who require access to provide our services. Furthermore, our minute takers and editors cannot download client files and recordings, as they are restricted to view only.

The minutes for restricted, in-camera, or executive sessions of your meeting can be prepared in a separate document at no additional cost, or you can direct us not to take minutes for these sessions if that’s your preference.

If your meeting runs longer than you expected, no problem! The cost of our meeting minutes is based on the actual duration of the meeting, so we will simply apply our incremental fees as required.

Yes, we deliver your virtual meeting minutes as a Microsoft Word document, providing you with the flexibility to make any required edits or annotations. This ensures that you have full control over the content and can tailor the minutes to your specific needs. We also include one round of amendments in our fees.

Please add your comments to the Word document we provided. Alternatively, you can compile all amendments into one single document or email.

Our minute takers undergo thorough training to learn which elements must be captured, which aspects should be captured depending on the client’s preferred level of detail, and which information should be omitted from proper meeting minutes. During our very straightforward onboarding process, we collect information about what you prefer to have included in your meeting minutes. You have the flexibility to request amendments during the revision process, allowing for the addition or removal of specific details as needed.

In meetings featuring Q&A sessions, like town halls, annual meetings, or owners’ meetings, we typically document the speaker’s name, their question, and the corresponding answer as concisely as possible.

Beyond preparing meeting minutes, we offer action items and motion lists, meeting summaries, and professional note-taking services for your less formal virtual meetings. Our professional notes often prove valuable for events such as conferences, workshops, roundtable discussions, research interviews, seminars, and various other occasions. We also offer verbatim transcription services for recorded meetings that you need transcribed word for word.

Absolutely! We understand the importance of organized and readily accessible records. We offer unlimited free storage if you want us to retain copies of the online meeting minutes we’ve completed, making it easy for you to access your files and retrieve information whenever you need to.

We don’t offer any specific training for meeting participants; however, we do have a comprehensive guide available. This guide covers best practices for virtual meetings, offering valuable tips on effective communication, ensuring clear audio quality, and setting up hybrid environments to optimize the minute-taking process.