Are You Documenting Your Calls?

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Abstract

lanner handy with you, JOT down all the points and if they refer to 3rd person right down the name clear in front of the point, after the call is done make sure you run through recorded call once again and match it with the points you have written, in case you have missed anything just note it down.Once all the points are drafted, you have all the points handy with you, write an email with all the points, and send it to the client marking all the people involved in the call so they are on the same page and no communication gap comes in between.<figure id="8e0b"><img src="https://cdn-images-1.readmedium.com/v2/resize:fit:800/1*ZtsRoQpzqwMXdGuohOT_vQ.jpeg"><figcaption>Keep your Diary Handy when attending Client call</figcaption></figure>KEEP A FOLLOW-UP DATEalways keep a follow-up date and sync it with your Google calendar so you can effectively check all the points and the deadlines are met.Sample of Minutes of Meetingbelow is the ideal way to draft Minutes of Meeting<ul><li>Name of the company − It should be mentioned on the top-left of the page.</li><li>Date − It should be mentioned on the top-right of the page.</li><li>Topic − after two return keys; make sure to keep it Center-aligned.</li><li>Attendees − Name and designation (2 separate columns of a table).</l

Options

i><li>Absentees − name, roles, reasons for absenteeism. (3 separate columns)</li><li>Agenda − topic to be discussed.</li><li>Issues raised − what issues were addressed along with the names of the speakers.</li><li>Suggestions − what were the suggestions made along with the names of the speakers.</li><li>Decision − what was the result of the meeting.</li><li>Task List − task allotted to people with clear mention of task and allottee.</li><li>Future Meetings − Date and the topic of the next scheduled meeting.</li></ul>Conclusionthe above topic might be a very generic task for most but for people who are not habitual for taking down minutes of the meeting, I request them to start practicing it to be more professional and you’ll feel light and organized when a client notices all their task in place your credibility increases which in turn helps to keep you as a reliable source for a long run.Stay safe and keep growing<h2 id="6831">About the Author</h2>Hi !!! I am Sachin, a Travel and Food blogger, if you love reading about them, meet me on here — <a href="https://smileytraveller.com/">Smileytraveller</a>.If you don’t like to read on Travel and Food not to worry, my Medium stories are ready to inspire you. Stay motivated and keep smiling :)</article></body>

Are You Documenting Your Calls?

Recently one of my friends was worried when I met him after his regular work from the home shift and when we sat for a coffee, he busted his reason which was “NOT MAKING MINUTES OF MEETING”

Sounds a little odd right? even I smirked a bit when heard but the expressions on his face clearly represented the matter was way more serious than it looked, as due to no proper documentation and discussion about the client’s issues they were now facing a lot of communication gap resulting in a 2-way fire from Client as well as Senior Management.

WHY THIS ISSUE COMES?

Sometimes we get little casual in approaching our clients, it happens with most of us that we become comfortable with the clients after due course of conversations and tend to miss the basics during the conversation which result in minor or major issues that can spoil your relationship with a client, always remember about your client that even they are reporting someone and are answerable for the glitches faced by their Company.

WHAT SHOULD BE AN IDEAL PRACTICE?

You should always start the call with recorder ON and keep your planner handy with you, JOT down all the points and if they refer to 3rd person right down the name clear in front of the point, after the call is done make sure you run through recorded call once again and match it with the points you have written, in case you have missed anything just note it down.

Once all the points are drafted, you have all the points handy with you, write an email with all the points, and send it to the client marking all the people involved in the call so they are on the same page and no communication gap comes in between.

Keep your Diary Handy when attending Client call

KEEP A FOLLOW-UP DATE

always keep a follow-up date and sync it with your Google calendar so you can effectively check all the points and the deadlines are met.

Sample of Minutes of Meeting

below is the ideal way to draft Minutes of Meeting

Name of the company − It should be mentioned on the top-left of the page.

Date − It should be mentioned on the top-right of the page.

Topic − after two return keys; make sure to keep it Center-aligned.

Attendees − Name and designation (2 separate columns of a table).

Absentees − name, roles, reasons for absenteeism. (3 separate columns)

Agenda − topic to be discussed.

Issues raised − what issues were addressed along with the names of the speakers.

Suggestions − what were the suggestions made along with the names of the speakers.

Decision − what was the result of the meeting.

Task List − task allotted to people with clear mention of task and allottee.

Future Meetings − Date and the topic of the next scheduled meeting.

Conclusion

the above topic might be a very generic task for most but for people who are not habitual for taking down minutes of the meeting, I request them to start practicing it to be more professional and you’ll feel light and organized when a client notices all their task in place your credibility increases which in turn helps to keep you as a reliable source for a long run.

Stay safe and keep growing