Documentation & Minutes

Meaning

To prepare a full written version of notes, findings, or decisions.

Example

"Can you write up the meeting summary and send it to everyone by noon?"

Conversation questions

• Who usually writes up meeting notes in your team?
• What makes a written summary useful instead of too long?

Meaning

To turn handwritten or rough notes into a clean digital document.

Example

"I'll type up my handwritten notes while the discussion is still fresh in my mind."

Conversation questions

• Do you prefer to type up notes immediately or wait until later?
• What kinds of details get lost if you don't type things up quickly?

Meaning

To distribute documents, printed materials, or resources to a group.

Example

"The coordinator handed out the revised agenda as people entered the room."

Conversation questions

• What materials do you still hand out in meetings instead of sharing digitally?
• When is it better to hand something out after the meeting rather than before?

Meaning

To say written information aloud so everyone can hear it.

Example

"The chair read out the final action items before the team left the room."

Conversation questions

• What kinds of updates are best read out instead of just shared in writing?
• Do people pay more attention when key decisions are read out clearly at the end?

Meaning

To quickly write something so you remember it or can use it later.

Example

"Please note down any risks you hear during the call so we can review them later."

Conversation questions

• What do you always note down during an important meeting?
• How do you organize the things you note down so they stay useful?