After just designing this Writing Minutes for Meetings course I wanted to share a little about what it's about. You may find the English Grammar section interesting?
2. 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.
3. 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
4. PURPOSE OF A MEETING (BASED ON 993 RESPONDENTS)
Accept reports
2%
Solve a problem
12%
Demonstrate a
project or system
2%
Ensure that
everyone
understands
12%
Facilitate staff
communication
6%
Reach a group
judgment or
decision
29%
Explore new ideas
and concepts
5% Reconcile conflict
32%
7. 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
9. 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
11. 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
14. 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)
15. 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!”
18. 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.
19. 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
21. 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
22. Punctuation
What’s the difference between a cat and a comma?
A cat has claws at the end of its paws and a
Comma is a pause at the end of a clause!
23. The all important punctuation
She 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!
26. 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
27. Re-cap
• Before the meeting
• On the day
• During the meeting
• After the meeting
• Grammar / spelling?
• Writing up
• Tips for note taking
28. Happy Minute Taking!
If you want to know
how to attend the
whole course
contact Sally on
enquiries@fish4development.co.uk
Only £110 per person!