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CCSNH SYMPOSIUM ‘13HOW TO TAKE MINUTES

Erica R. ButeauAssociate Professor of Technology

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Overview

Overview Introduction Meeting Minutes in 90 Seconds What’s Your Experience? Defining Minutes

What are “Minutes” Anyway? Purpose of Minutes

Capture Information Bring Form to Topics

Pitfalls of Minutes The Drawbacks Ineffective Minutes

Types of Minutes Summary/Topical Minutes Verbatim/Transcription Minutes Action/Purpose Driven Minutes

Special Rules Non-Public Meeting Minutes

NH Nonpublic Session Rules Tools Taking Minutes

How to Take Minutes Basic Requirements Templates Shorthand Minute-taking Software Mind Mapping

Tips Conclusion Follow Up Resources

Introduction

While taking notes is an easy task, taking minutes requires a bit more structure as your "notes" become a record of whatever meeting or event you've written about. Whether it’s a public meeting or one that’s behind closed doors, you will understand the rules that govern the minute-writing process. Additionally, you will learn tricks, tips and shortcuts that will ensure that you answer the who's, what's, where's and when's accurately and with ease. In addition to the traditional "pen and paper" method, sample Word templates and free minute-taking software will be discussed.

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Meeting Minutes in 90 Seconds

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What’s Your Experience?

What are minutes?What minutes are not!

Defining Minutes6

What are “Minutes” Anyway?

Minutes, also known as protocols or, informally, notes,

are the instant written record of a meeting or hearing. They typically describe the events of the meeting, starting with:

A list of attendees A statement of the issues being

considered Related responses or decisions for the

issues.

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What Meeting Minutes Do.Why you need to take minutes.

Purpose of Minutes8

Capture Information

Meeting Minutes Capture Information Facts

Who, What, Where, When, Why Risks, Problems, Business Rules

Commitments To-Do’s Expressions of Support

Positions General View of Attendees Endorsements Demurrals

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Bring Form to Topics

Meeting Minutes Bring Form to Topics Establish the Truth

No Hearsay issues Enhance Memory

No Forgetfulness Lots of Info to Remember

Avoid Deniers I Remember this Differently No “He-said” Clouds

Inform Public/Stakeholders

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The drawbacks/impediments of minutes.

Things to watch out for. The problem with poorly done

minutes.

Pitfalls of Minutes11

The Drawbacks

Takes Time and Effort Requires Work After Meeting Stressing Over “Politics”

How to Word things “correctly” Difficult to Take Minutes AND Pay

Attention Minutes Can Be a Deterrent

People may be less likely to be open Potential Legal Risk Inhibits Creativity (Not Forward-Focused)

“It is best to find ways to overcome these pitfalls. Structured methods yield better long-term results than ad

hoc approaches.”

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Ineffective Minutes

Why Minutes are Sometimes Done Poorly

Political & Environmental Concerns Eliminating things from the record in fear of

repercussion Not Following the Rules

Minute Taker May not Know the Rules Minute Taker May not be Suited for the Job

Unintentional Undermining Minutes aren’t written Meaningfully Too Caught up in Format

Using the Wrong Type of Minutes We will talk about the types of minutes shortly

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• Action Minutes• Summary/Topical Minutes• Verbatim/Transcription Minutes

Types of Minutes14

Summary/Topical/Discussion Minutes

Summarize Meetings

Most Common Written in full

sentences Serve as a

Reminder Record for

Absentees Historical RecordAWARENESS

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Verbatim/Transcription Minutes

Written Word for word

Downfalls Very Long Info Gets Lost

Tip: If you must take notes verbatim, use an audio recorder during the meeting and transcribe later. PRECISION

Verbatim copy of oral statements. Typically predefined, legally tested

format.

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Action/Purpose Driven Minutes Issue Focused

Substance of Meeting

Structured Presentation

Formatted by Author Decisions Reached Actions to be Taken Do Not Include the

Discussion RE: DecisionMEANING

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NH Rules for Meetings Behind Closed Doors

Special Rules18

Non-Public Meeting Minutes

Written in the same format as public meetings.

Main difference is the Public RELEASE of the information.

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NH Nonpublic Session Rules

NH RSA 91-A:3 Nonpublic Sessions Section III: III. Minutes of meetings in nonpublic session shall be kept and the

record of all actions shall be promptly made available for public inspection, except as provided in this section. Minutes and decisions reached in nonpublic session shall be publicly disclosed within 72 hours of the meeting, unless, by recorded vote of 2/3 of the members present, it is determined that divulgence of the information likely would affect adversely the reputation of any person other than a member of the public body itself, or render the proposed action ineffective, or pertain to terrorism, more specifically, to matters relating to the preparation for and the carrying out of all emergency functions, developed by local or state safety officials that are directly intended to thwart a deliberate act that is intended to result in widespread or severe damage to property or widespread injury or loss of life. This shall include training to carry out such functions. In the event of such circumstances, information may be withheld until, in the opinion of a majority of members, the aforesaid circumstances no longer apply.

Pen and PaperLaptop/Tablet• Word Processing Program• Minute Taking SoftwareDigital/Tape Recorder• Audio Record for Later Transcription

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How to Take MinutesBasic RequirementsTemplatesShorthandMinute-taking Software

Taking Minutes22

How To Take Minutes

Be Prepared Use a specific

notebook designated just for minutes

Contact Sheet Circulate a sheet of

paper formatted with headings for names and contact information to document attendance.

See Basic Requirements

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Basic Requirements/Tasks

1. Contact Information2. Time Meeting Begins3. Read Agenda

1. Note Agenda Was Read

4. Read Draft Minutes5. Note Other Reports

1. Treasurer/Sub-Committee2. Ask for Copies of Reports

6. Record Any Old Business7. Record New Business8. Note Motions

1. Who Makes Them2. Who Second Them3. Pass or Fail

9. Time Meeting Adjourns10. Note Relevant Info

1. Points of Order2. Points of Information3. Amendments Made

11. Leave out unimportant details.

12. Verify Info1. Regrets2. Attendance3. All Reports4. Meeting Location

13. Type up the Minutes14. Distribute the Draft

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Template (Short Form)

[Organization/Committee Name]Meeting MinutesDate/TimePresent: [Attendee Names]

Next meeting:[Date, Time, Location]

I. Announcements[List all announcements made at the meeting. For example, new members, change of event, etc.]II. Discussion[Summarize the discussion for each existing issue, state the outcome, and assign any action item.]III. Roundtable[Summarize the status of each area/department.]

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Long Form-Heading Section

[Meeting Title]

[Date] [Meeting Time][Meeting Location]

Meeting called by

 

Type of meeting  

Facilitator  

Note taker  

Timekeeper  

Attendees  

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Long Form-Agenda Section

[Agenda Topic][Time allotted] [Presenter]Discussion  

Conclusions    

Action ItemsPerson

ResponsibleDeadlin

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*Repeat This Section For Each Agenda Topic

Shorthand

Shorthand is an abbreviated symbolic writing method that increases speed and brevity of writing as compared to a normal method of writing a language.

One of the most widely used forms of shorthand is the Pitman shorthand method. Sometimes known as phonography.

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Software

Microsoft Word (Pre-installed Templates) Microsoft OneNote

Software (Most are Web-based) Minutes.io, Meetin.gs, After The Meeting, LessMeeting,

Google Docs, Ketchup, Yet Another Meeting, Meeting Booster, IQM2, WebEx, Meeting Sense, Zippy Meetings, Blue Sky Meeting, Meeting Minutes Software, Gminutes, Procore, Minute-Manager

Applications Meeting Minutes App (iPad) Meeting Minutes Pro (Android)

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Software Spotlight-Minutes.io Fast Typing: Minutes.io has been designed to let you take

notes during your meetings, not after. Keyboard navigation, smart data entry, tablet friendly.

Local Storage: Internet connectivity is not always there in customers’ meeting room or on the go. Not a problem! Your meetings are saved in your browser, waiting to be sent when you’re online again.

Instant Publish:  In addition to emailing the minutes on your behalf, minutes.io publishes them using secret URLs, making it easy to access them from anywhere.

Custom Summaries:  Receive a personalized email with your to-do's easily grouped for you.

Integrate in your environment:  Finish your meeting by pushing your to-dos and notes to your own project-management-tool.

White Label: Corporate use? Apply your own logos and manage your users with our Business edition.

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Mind Mapping

Typical Meetings are NOT linear in nature. Print off Template (Use Word Smart Art) and handwrite Use Mind Mapping Software Use Color Coding to increase Visual Comprehension

Sit as close as possible to the chair of the meeting.

Write things as they happen.

Note concerns AND accomplishments discussed.

You can still participate in the debates.

Type up your minutes immediately after the meeting ends.

Keep the minutes filed in a

safe place. Consider learning

shorthand or using a laptop.

Ask people to write down their motions.

Make sure you have the correct name spellings, contact email addresses, and telephone numbers.

Don't be afraid to interrupt and ask for clarification at any time.

Tips32

Taking minutes is important because what you write down will become the only real record of the meeting.

Use the methods that work best for YOU.

Conclusion33

This presentation is available for unlimited review

http://ericabuteau.com/takingminutes

Follow Up34

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Resources

http://wiki.answers.com/Q/What_are_the_three_main_styles_of_writing_minutes

http://en.wikipedia.org/wiki/Minutes http://www.wikihow.com/Take-Minutes http://nhrsa.org/law/91-a-3-nonpublic-ses

sions/

http://grammar.about.com/od/mo/g/Minutes.htm

http://youtube.googleapis.com/v/IRsbRBu30T0

http://www.youtube.com/watch?v=9Y88Zw7eWZc