Suggestion to make the minutes of a meeting super quickly

Suggestion to make the minutes of a meeting super quickly

In software development process, we often have meetings. Basically, we need to make the minutes. In this blog, I'd like to suggest the super quick way to make the minutes. I hope it helps you!


In order to do this way, we need these roles. One person can be in charge of multiple roles.
  • Facilitator ... A person who facilitates a meeting and summarize the discussion.
  • Secretary ... A person who make the minutes.


Also, we need these tools.
  • Google Docs ... Create an account of Google in advance and make the minutes on Google Docs.
  • Cell phone ... I assume to use iOS or Android here and Facilitator needs to use it. Install Google Docs app.
  • Projector ... Display the Google Docs file with it.

OK, we're ready

This is my suggestion. This is the quickest way for me so I'm happy if you can introduce quicker way!
*I have only iPhone so I can show the screenshot of iPhone here.

1. Create an empty Google Doc

Create an empty Google Doc

Facilitator or Secretary create an empty Google Docs file and share with participants of a meeting in advance. A meeting room should (not must) have a Projector to display its Google Docs. Then all participants can see that at once.

2. Open Google Docs with a cell phone

Open Google Docs with a cell phone

Facilitator opens the shared Google Docs file with a Cell phone app.

3. Facilitator summarizes the discussion

Facilitator summarizes the discussion

Then we can start a discussion. Every time we get a small conclusion, Facilitator speaks the summary toward a Cell phone in the voice input mode. Then the summary is written in Google Docs.
Voice input has high accuracy but of course, sometimes it outputs the wrong words. The important point is you don't need to care of the small mistakes at this time.

4. Fix the wrong words in parallel with PC

Fix the wrong words in parallel with PC

Google Docs can synchronize the contents with any devices simultaneously. At that time, Secretary needs to check the same Google Docs file with PC. If you want to fix wordings or layout, you can do that in parallel. Then the correct minutes will be displayed on Projector.


In general, the minutes of a meeting is made after a meeting. But if your memo is not very exact, some topics may be missed from the minutes. And Secretary needs to take so so long time to make it. But if we use this way, we never miss the points and can make it during a meeting.

One more tip. If Facilitator wants to adjust the layout even a little with the voice input, there are some commands for that. This is for iOS and this is for Android.

Have a nice voice input!
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About Tomohide Kakeya

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