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

enquiries@fish4development.co.uk Only £110 per person!