A free meeting note template for financial advisers is finally here

 

 

We all have meetings and are used to writing summaries, but sometimes it’s good to check you’re including all you need. As we have transcribed hundreds of thousands of meeting notes, we thought we’d write a post with a free meeting note template for financial advisers from what we’ve learnt over the years.

 

 

Background

Our company was launched in 2007 and provided a simple but secure way for professionals in the financial sector to leave notes after meetings. We transcribed these notes for them, then proofread them to make sure all grammar and factual content was correct, then emailed them back. Since 2007, the company has grown into a good-sized SME, producing both meeting notes and more lengthy transcriptions, but still specialising in the financial sector, so we are familiar with the acronyms, language and jargon that financial professionals use. We were delighted that we could post a free meeting note template for financial advisers as they have helped us over the years to grow our business so it’s nice to give something back.

Adviser LifeTalk

As Philip Calvert quoted in Adviser LifeTalk, “You won’t believe how much time this simple solution is saving many IFAs, financial planners and paraplanners.”

How many hours a week do you spend on client meeting notes, engagement and recommendation letters, file notes, checking typos in reports and newsletters or entering client data into templates, etc? Using the free meeting note template for financial advisers you will save time right now.

We understand that there is ever-increasing pressure during the limited hours in the day to get everything done, so our service exists to do these time-consuming, administrative file notes for you. We can even transpose them into your own templates.

How the service works for meeting minutes and file notes

You dictate your notes from any phone and then hang up. We type, proofread and return them by email. It’s very straightforward and saves hours.

IFA file notes are date and time-stamped, so they can be used as evidence, should the need arise, to protect you. They can serve as contemporaneous file notes, so as close as you can get to actually recording a live meeting.

Template for client meeting agendas

The meeting template we would recommend for agendas is as follows:

  1. Purpose of the meeting.
  2. Preparation needed before the meeting.
  3. Agenda breakdown with time estimates.
  4. Expected outcomes from the meeting.

Template for client meeting minutes

We feel that for more general meetings, the following is an ideal template for minutes:

  1. Identity of the attendees.
  2. Date and time of the meeting.
  3. Location of the meeting.
  4. Initiator of the meeting.
  5. Agenda item summary, followed by minutes relating to that item, next steps recorded, with an execution date and the person responsible for each step.
  6. AOB.
  7. Next meeting date set.

The FCA have laid out what the minimum information is that should be captured under the EU rules to meet MiFID II and SM&CR meetings:

  1. Identity of the attendees.
  2. Date and time of the meeting.
  3. Location of the meeting.
  4. Initiator of the meeting.
  5. Relevant information about the client order, including the price, volume, type of order and when it shall be transmitted or executed.

Quotes from a couple of our clients

“The service has enabled me, and the other director of Oakhouse Financial Services, to maximise our time in doing file notes, doing internal memos and also being able to send emails out. It’s been invaluable in growing our business, and you guys always deliver the notes on time. So thank you very much.” – Robin Bates, Oakhouse Financial Services

“VoiceNotes saved me the 3-4 hours a week that I used to spend writing up client meetings and calls – thoroughly recommend them.” – Alex Popplewell, ex-MD BlackRock/MD Hiddensee Financial

Click here for more testimonials from our financial sector clients.

Our service is featured in Adviser LifeTalk for helping busy financial planners, advisers and IFAs.

VoiceNotes enables you to dictate meeting notes, IFA file notes, minutes, reports, client updates, etc, which are typed, proofread and emailed back to you and your support/CRM if required. Our bespoke technology delivers your information via the most secure means possible, and our expert UK-based team processes your documents with accuracy and intelligence. It not only frees up your time, but you’ll also meet MiFID II regulations, which stipulate that all client meetings need to be documented. A free meeting note template for financial advisers we thought would help free up that time.

Why a transcript might be important

If you need to capture every word, then with the relevant permissions, you can record an audio file of the meeting. Listening to an audio file is quite time consuming, so we would recommend having a transcript produced. It’s easier to scan a transcript for key words and the section, or sections, you need to refer to. Lots of recording apps can generate a free meeting note template for advisers in an audio format; however, we’d advise to just check the security and where it is being recorded/held to make sure you are protected.

Making sure you capture the right content

All content discussed in any meeting is highly important and sensitive data. Capturing all of it concisely and securely is paramount. This is incredibly difficult if you are relying on, say, one support staff member taking notes as you go, or, as is a favourite go-to for many these days, using voice recognition software to attempt to capture the meeting in written form live. 

When you have six, seven or more competing voices in an environment like this, the latter can lead to some highly amusing, yet (we’re betting) equally frustrating results. There is no denying the advancement of AI and speech-to-text technology; however, it lacks a certain sophistication that you can still only achieve from intelligent, human transcription. Ironically, in this situation, when one has two or three hours’ worth of meeting content to sift through, to correct any mishears, homophones and to make other potentially extensive grammar alterations, the issue of the time it takes to make these records hasn’t been solved; rather, the goalposts have merely been shifted. The time is now spent correcting these errors and filling in any gaps in the data. In order to get your hands on a quality transcript that can be easily and quickly digested, or that can be transposed in summary form into a meeting note template, you need a transcription company to be able to go this extra mile. This free meeting note template for financial advisers is all you need to follow to get the right information down.

Full audio recordings of meetings are great to have, and in this age of virtual meetings, the ability of videoconferencing software to record both video and audio automatically has been efficient and a blessing for many. However, as with any meeting that handles confidential client or company-specific data, security, of course, is an issue, as you are effectively giving the program you are using permission to ‘access your meeting’ and listen to everything that’s being said. More traditional methods of recording meetings, such as via a Dictaphone or recording on your smartphone using the voice recorder, are safer, but in both instances, you are left with hours of recordings that have to be listened to and either summarised or, in some cases, transcribed in full, be that via Express Dictate or other bespoke software, to create appropriate regulatory records from a compliance perspective. In other words, the recording itself only gets you halfway there, but that, at least, is a start, and having a free meeting note summary for advisers that you can use later to transcribe the recording (or have someone transcribe for you) will aid the provision of a quality written record.

The best ways of capturing everything you need from meetings

The meeting template for agendas and minutes in the financial sector doesn’t really alter that much; whether an AGM, board and committee meeting or otherwise, any meeting should have a clear agenda. Without this, a clear, coherent and compliant record is harder to obtain. Committee meetings may not always cover the same content, and members will come and go or take on additional duties, but the premise for each meeting is to establish a definitive set of objectives that need to be met.

There is a direct correlation between the quality of a meeting and the quality of the resulting record of that meeting, so naturally, first and foremost, this is top tip number one. Board meetings have the ability to be some of the best, most in-depth internal meetings a company can have. However, as with any meeting involving numerous speakers, if a live audio recording is made, however that may be executed, participants should always take care to speak as clearly as possible and to not talk over fellow colleagues or members where at all possible. This is particularly pertinent in a virtual meeting setting, where it’s not as easy to play off one another’s body language or chip in as quickly with an, ‘I’m sorry, could you repeat that, please – I didn’t hear you’.

Who writes up the minutes?

A meeting template for agendas and minutes in the financial sector is useful to have for the person who is writing the meeting records up. It has long been the role of administrative and support staff to turn these spoken words into written words to create a formal record. However, the role these employees play within a company has changed over the years, and they are finding themselves without the time to complete such tasks; less tedious and time-consuming work is expected of them these days. 

Using an ISO-accredited, reliable and secure transcription service like VoiceNotes is one of the best ways, if not the best way, of outsourcing this work. We are trained, highly experienced audio transcriptionists and proofreaders with the sharpest of ears and eyes that never miss a typo or a missing piece of punctuation. We care about more than just getting the words on the page. We ensure pinpoint accuracy and consistency, and we fact-check every name, every company, every fund, and anything else that needs verifying.

Moreover, as this is our bread and butter, we truly can be the answer you have been looking for from a time management point of view. We can have a full two-to-three-hour meeting transcript with you, fully proofed, within 48 hours (two business days), or a summary call report dictated post-meeting back with you within the same business day.

If you have any useful additions that we can use in our free meeting note template for financial advisers, please let us know.

Here are some further articles you may be interested in:

For details on how to record a meeting note for regulated sectors

In July 2020, our infamous article ‘From Regulation to Recession’ was published. If you’d like to read this article

For testimonials from banks and investment firms who use VoiceNotes

For transcription services used in Human Resources

For details about the importance of an ISO-accredited transcription company

To hear our views on fintech, hedge funds and online meetings

For transcribing Zoom meetings

Our revered meeting note service for the financial sector

Top tips on how to achieve the best meeting minutes from virtual or face-to-face meetings

How to use online meeting tools effectively

Our secure audio transcription service

Poll: Are virtual meetings as lucrative as face-to-face meetings?

Why teams love VoiceNotes for client meeting notes

Transcribing Zoom meetings

Please get in touch with any questions about our free meeting note template for financial advisers or if you’d like to add a comment on the template: info@voicenotes.co.uk / 0207 117 0066 / online form.

 

Free Meeting Note Template For Financial Advisers