Download - Minutes of Meetings (what you can expect!)
Meetings and MinutesBy Sally Butler
Definition
The role of the minute taker is to produce a document for several other people to read,
which summarises the meeting and actions to be
taken.
The Purpose of a Meeting
1. To provide an accurate record of the business discussed at a meeting, including decisions made, and who is going to implement them
2. A good record for those unable to attend the meeting
3. Are objective and neutral
Accept reports2%
Solve a problem12%
Demonstrate a project or system
2%Ensure that everyone understands
12%
Facilitate staff communication
6%
Reach a group judgment or
decision29%
Explore new ideas and concepts
4%Reconcile con-
flict32%
Purpose of a Meeting (based on 993 respondents)
Why have minutes?
Before the Meeting
Pre-meeting Prep for Note Taker
• Read previous minutes• Build a glossary of common terms• Prepare a clear agenda • Book room and send out appointments with
completed agenda + previous minutes• Guest speakers – for all the meeting?• Book refreshments• Make an attendance sheet • Create a template – agenda items + space for
notes • Action Point register
The meeting…
On the day • Set out room so everyone can hear/see/comfortable
• Prepare refreshments/ water
• Provide paper/pens• Provide a spare copy of the
agenda/previous minutes for those who come unprepared
• Ensure equipment is working, (laptop, projector, audio recording device)
• Bring your notes template
After the Meeting
After the meeting - Writing up…
• Write first draft asap after meeting• Delay in minutes – delay in action!• Mark as draft until agreed• Begin with explanation of the purpose of the
meeting• Add name of minutes to footer with version 1• Decide what to include/take out • Introduce each new minute with an
explanation
Action Point Register with Risks
Proof Reading
Note Taking
The key skill that a minute-taker needs is the ability to record the message, not the words. “Minutes are not a record of what was said. They are a record of what was discussed”. Gutmann (Taking Minutes of Meetings)
Writing notes…
“Don’t try to write your minutes as you listen – just make notes – the minutes you will type later. Trying to write
minutes will cause panic as you will miss
something!”
Barriers to note taking…
Examples of Summarising
• People whose professional activity lies in the field of politics are not, on the whole, conspicuous for their respect for factual accuracy.
Politicians often lie.• Failure to assimilate an adequate quantity of
solid food over an extended period of time is absolutely certain to lead, in due course, to a fatal conclusion.
If you do not eat, you die.
Summarising
• Listen actively & understand what is being said• Ask yourself the purpose of the statement• Ask yourself the purpose of your summary• Find the main ideas (main and subsidiary
information)• Delete unimportant information• Simplify the statement (if necessary)http://smmry.com/7314182626#&SM_LENGTH=2
Mathew Riley with Susan Ma
Verbs, Nouns and Adjectives
• A sentence must include a verb and a noun i.e. Mary wept (Mary (name or subject) noun, Wept (action word) verb
Punctuation
What’s the difference between a cat and a comma?A cat has claws at the end of its paws and aComma is a pause at the end of a clause!
The all important punctuationShe cooks her family and her dog (yes, the dog does looks worried!)
Rather “…finds inspiration in cooking, her family, and her dog.”
Or stop clubbing baby seals!
Common Grammar Errors
ACTIVE VS PASSIVE
What skills does a great note-taker need?
• Listening skills• Proof reading skills• Able to quote people accurately• Good relationship with chair• Know what to record• Good vocabulary• Word processing skills• Summarising skills• Knowing what to record
Re-cap
• Before the meeting• On the day• During the meeting• After the meeting• Grammar / spelling? • Writing up• Tips for note taking
Happy Minute Taking!
If you want to know how to attend the
whole course contact Sally on
[email protected] Only £110 per person!