Minute-taking can feel daunting, especially when you’re trying to keep up with fast-moving conversations, capture key decisions, and note who’s responsible for what. But, like most things, it becomes much more manageable with the right preparation.
Over time, I’ve learned that effective minute-taking isn’t about writing quickly, it’s about being well prepared, knowing what to listen for, and having a structure in place before the meeting even starts.
Here are some of the ways I prepare to make the process smoother and more efficient.
Understand the purpose of the meeting
Every meeting has a reason behind it, and understanding that purpose helps you frame your notes clearly and concisely.
Before the meeting:
read through the agenda so you know what to expect and can anticipate key points
review the previous minutes to understand ongoing discussions and decisions
check who’s attending, so you can accurately record contributions and assigned actions
Sett yourself up for success
Preparation isn’t just about reading documents, it’s also about making sure you’re practically ready to do your job well.
use a consistent template so your notes stay organised and aligned with expectations
prepare any technical terms or abbreviations that might come up during the meeting
check the preferred style of minutes for the organisation, some want a brief summary, others need more detail
Focus on what matters
One of the biggest challenges in minute-taking is deciding what to write down. A few guiding principles can help:
focus on outcomes and decisions, not every word of the discussion
clearly note action points, deadlines, and responsibilities
avoid unnecessary detail or commentary, stick to what’s relevant and helpful
Use technology to support your process
There’s no need to do everything manually. A few tools can help speed things up and improve accuracy:
if permitted, record the meeting for reference (just make sure you follow data protection and consent rules)
use spell checkers and tools like Grammarly to polish your final version
platforms like SharePoint can be useful for storing and sharing minutes and tracking action points
Take a moment before the meeting starts
Even a few quiet minutes before the meeting begins can make a big difference:
make sure you have the agenda, previous minutes, and any relevant documents at hand
clarify anything you’re unsure about with the meeting organiser in advance
reduce distractions, find a quiet spot so you can focus fully on the conversation
Bringing it all together
Minute-taking doesn’t have to be stressful. With the right approach and a bit of preparation, you can walk into any meeting feeling confident and in control. It’s all about being organised, knowing what to focus on, and making the process work for you.
At Virteffic, we understand the challenges of governance support and offer both professional minute-writing services and practical training to help you improve your skills. If you’d like to make your minute-taking process more efficient, get in touch; we’d be happy to help.
I am Tess Price
As the heart and soul behind Virteffic Limited, I’ve carved a niche in the Channel Islands’ business landscape and reshaped the traditional work environment. I have dedicated my career to providing exceptional secretarial support and corporate governance services. Over the years, I have cultivated a reputation for delivering meticulous minute-taking, comprehensive board support, and effective governance solutions. My journey has been shaped by a commitment to hard work, integrity, attention to detail, and a deep understanding of the unique challenges businesses face.
Beyond the boardroom, I am a firm believer in continuous learning and an advocate for the well-being and growth of team members, fostering a culture of collaboration and innovation. This culture of continuous improvement ensures that we remain at the forefront of our industry, providing our clients with the most efficient and effective solutions.
Through “Tess Thoughts,” I share insights and experiences that blend professionalism with a personal touch—whether exploring the nuances of effective minute-taking, the importance of strong corporate governance, or strategies for achieving a better work-life balance. My goal is to offer practical guidance that inspires and empowers others in their own professional journeys.
The Story behind Virteffic
Virteffic Limited, launched in 2020 with a clear vision—to create a flexible and sustainable work-life model that benefits both professionals and businesses. We specialise in providing high-quality secretarial and governance support, combining professionalism with a culture that values growth, independence, and innovation. Since our launch, we have made significant strides in promoting work-life balance, attracting top talent, and enhancing operational efficiency for our clients through tailored solutions.
In the Channel Islands, recruitment challenges and rising childcare costs often create barriers to workforce participation. Virteffic is helping to change this by redefining traditional ways of working. Our approach prioritises employee wellbeing, offering flexible opportunities that go beyond the constraints of conventional office hours. This model has attracted experienced professionals with regulatory expertise, particularly from the finance sector, adding significant value to our team.
The result is a positive and adaptable work environment that not only empowers our people but also delivers outstanding service to our clients. At Virteffic, we firmly believe that embracing diverse workstyles leads to higher morale, stronger collaboration, and greater success for everyone involved.
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