Upload
colin-black
View
231
Download
0
Tags:
Embed Size (px)
Citation preview
Minute Taking
Presented by Janette Presented by Janette DempseyDempsey
Certificate IV Business Certificate IV Business AdministrationAdministration
ContentContent
PurposePreparationListening skillsNote taking skillsUsing technology
VerbatimWhat to recordTerminologyTranscribingFinalisingDistributing
2Janette Dempsey – 30 July 2010
Why Take Why Take Minutes of Minutes of Meetings?Meetings?
3Janette Dempsey – 30 July 2010
Why take Why take minutesminutesof of meetingmeeting??
Keep the organisation moving towards its objectives
Provide a legal and historical record of◦Proceedings◦Recommendations of the committee◦Decisions◦Actions to be carried out
4Janette Dempsey – 30 July 2010
PreparationPreparationRead the previous minutesMeet with the Chair to prepare and discuss Agenda
Read any briefing or business papers
Talk with Chair or other “experts”Find out about people you don’t know
5Janette Dempsey – 30 July 2010
Be organisedBe organisedCheck the room bookingLet reception know who to expect
Check equipment and suppliesHave copies of agenda and previous minutes
Have name badges for everyonePrepare an attendance sheetConsider using a preparation checklist
6Janette Dempsey – 30 July 2010
At the meeting:At the meeting:Sit beside the ChairpersonHand out name badges and attendance list
Make sure you are comfortable
ConcentrateDon’t be involved in discussion or decision making
7Janette Dempsey – 30 July 2010
Humanology –v-Humanology –v-TechnologyTechnology
Shorthand (records what is said verbatim)
Note taking (uses abbreviations and symbols)
Tape recording (make electronic recording which can be replayed later)
Laptop (notes are electronically recorded and can be quickly expanded and formalised)
Use a template to transcribe your notes into.
8Janette Dempsey – 30 July 2010
Types of Types of MinutesMinutes
Formal – verbatim (word for word – reports the detail)
Summary – more casual (reports the important points)
Action – brief (focuses on the actions to be taken and by whom)
9Janette Dempsey – 30 July 2010
Terminology Terminology QuizQuiz
??????????????????10Janette Dempsey – 30 July 2010
TerminologyTerminology
QuorumAGMPoint of
orderProxyMotionMoverSeconder
VerbatimAdjournUnanimousScrutineerAbstentionHearsayAOB
11Janette Dempsey – 30 July 2010
What to include in What to include in MinutesMinutes
• Type of meeting• Place, time and date of meeting
• Chairperson and attendees• Apologies• Approval of previous minutes (noting any changes) ……..
12Janette Dempsey – 30 July 2010
What to includeWhat to include
Reports, briefing or business papers and other agenda items
Motions arising from businessOutcome or resolution of votes
and/or proposalsAny action required and who is
responsibleTime and date of next meeting
13Janette Dempsey – 30 July 2010
Note Taking Note Taking SkillsSkillsMemory retentionListening skillsClarifying skillsWritten communication skills
Proofreading skills
14Janette Dempsey – 30 July 2010
Listening Skills -Listening Skills -How good are How good are yours?yours?
15Janette Dempsey – 30 July 2010
When taking notesWhen taking notes::
Sit comfortably – good back supportHave a good pen or pencilLap top/equipment ready to goPre write agenda points with space for
notesUse bullet points down the page not
sentences across the pageRecord the message not the wordsBe concise
16Janette Dempsey – 30 July 2010
Symbols & Symbols & AbbreviationsAbbreviations
Symbols replace whole words or phrases
Abbreviations shorten a word or phrase
Industry specific abbreviationsSMS abbreviationsOmit vowelsAbbreviate prefixes and suffixesShort forms
17Janette Dempsey – 30 July 2010
TranscribingTranscribingAs soon as possible after meetingFocus on outcomes rather than what
was said to reach themTranscribe motions, movers and
seconders exactly (verbatim)Include any action required before
next meeting and who is responsibleWrite in Third personUse Title and Department rather
than Individual Names
18Janette Dempsey – 30 July 2010
Plain EnglishPlain English• Avoid vague terms• Avoid general words• Be specific about documents or
papers• Use short sentences• Don’t pad out sentences• Use active statements• Avoid jargon• Write in the positive
19Janette Dempsey – 30 July 2010
Wordy SentencesWordy Sentences
All the furniture in this office is old; it’s scruffy and much of it is falling apart. We should do something about replacing it. It looks dreadful and one day there’s going to be an accident.
20Janette Dempsey – 30 July 2010
The office The office furniture needs furniture needs replacing.replacing.
21Janette Dempsey – 30 July 2010
The phones must beanswered by a human between9.00 and 5.30; voicemail is only acceptable outside working hours. People don’t like leaving a message and it gives the impression that we’re keeping them at arm’s length.
22Janette Dempsey – 30 July 2010
Voicemail outside Voicemail outside normal office hours normal office hours onlyonly
23Janette Dempsey – 30 July 2010
The goldfish have been a great success; many people commented that they were relaxing. It seemed to stop small children running around – they were more interested in watching the fish.
24Janette Dempsey – 30 July 2010
Goldfish – a good Goldfish – a good thing.thing.
25Janette Dempsey – 30 July 2010
The clinic has seen a 30 per cent increase in patient throughput. It’s not surprising that the car park gets full. Sometimes there’s a queue back out on to the road. There’s going to be an accident one day.
26Janette Dempsey – 30 July 2010
The car park isn’t The car park isn’t big enough.big enough.
27Janette Dempsey – 30 July 2010
King Arthur had a point! The shape of the table is vitalto the success of the meeting – I think we should consider a round table or at least a broad oval. These long boardroom tables make sensible discussion impossible. I can’t hear Ken and they’re chattering at the back.
28Janette Dempsey – 30 July 2010
Change the shape of Change the shape of table to round/broad table to round/broad oval.oval.
29Janette Dempsey – 30 July 2010
Everyone in the team wants the new system; well, a couple of the administrators aren’t too keen but they’ll come around. Oh, and Tim is anti – but he always is. Everyone else is keen.
30Janette Dempsey – 30 July 2010
Views are mixed Views are mixed about new systemabout new system
31Janette Dempsey – 30 July 2010
The Action TriangleThe Action Triangle
What? Who?
When?
• Precisely what is going to be done• Who will take responsibility?• When the action should be completed.
32Janette Dempsey – 30 July 2010
Outstanding Action Outstanding Action ScheduleSchedule
Completed at same time as minutes
Follow up prior to next meeting
Distribute with minutes
33Janette Dempsey – 30 July 2010
Other outcomesOther outcomesNo further action requiredClosedNo decision takenNo consensus reachedDeferred to next meetingReferred to …….. for further advice
34Janette Dempsey – 30 July 2010
DistributionDistribution
To Chairperson within 5 working days for approval.
To Committee members◦ within 5 working days of previous meeting for fortnightly meetings or
◦within a fortnight of previous meeting for monthly meetings.
35Janette Dempsey – 30 July 2010
Approved delivery Approved delivery methods:methods:
Hand deliveryExternal postInternal mailFacsimileEmailTRIM file notification
36Janette Dempsey – 30 July 2010
Record KeepingRecord KeepingMinutes and Agendas placed on intranet and internet
Secretariats responsible for maintaining agendas and minutes
Minutes and Agenda kept for seven (7) years
37Janette Dempsey – 30 July 2010
ReviewReviewWhat did I learn today that I can use to help me in my job?
What will I do to improve my minute taking skills?
38Janette Dempsey – 30 July 2010
Thank You andThank You andHappy Minute TakingHappy Minute Taking
39Janette Dempsey – 30 July 2010