All About Meeting Minutes
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All About Meeting Minutes

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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 ...

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 (Specific Rules for NH) 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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  • Workshop Description/Overview
  • Who here has taken minutes or observed someone else taking minutes?In what capacity have you taken minutes before?
  • Meeting minutes are not just notes. The basic purpose of meeting minutes is to provide a historical account of official business conducted during a meeting and supporting the group as it carries out its responsibilities.
  • Capture the basic information about the meeting such as who was there, what was discussed, etc. Capture commitments of those that agree do specific action items and those that express support. Capture Attendee positions: General View of everyone (like the idea, hate the idea), those that are endorsing the idea and those that express politely their opposition to a specific action/point.
  • The ways organizations or individuals justify not taking meeting minutes. Some of these may be valid, others only excuses. Can you think of examples where taking Minutes during a meeting would NOT be in the best interest of an organization?
  • Regardless of the TYPE of Minutes taken, or the format; the purpose is ALWAYS the same: To Capture Accurate Information
  • AWARENESS FOCUSED. Often used in Town Halls, Staff Meetings. Highlights that have little to no structure. Generally mean to inform NON-Attendees. Often lengthy and may include information which is not essential to the focus of the meeting
  • Useful for Legal Proceedings, Disciplinary Hearings. “Meant to ensure integrity of discussion is recorded….not its substance” Unbiased, unaltered transcript of what was said in a meeting. Establishes the facts of what was spoken, including INSIGNIFICANT details.
  • Focuses on Capturing the meaning of the discussion rather than the words of the discussion. Action minutes record the decisions reached and the actions to be taken, though not recording the discussion that went into making the decisions. This is the most common form of minutes used. They include a report of actions taken since the last meeting as well as planned actions. It is important to note who is responsible for upcoming actions. The secretary should save any handouts included with a presentation.
  • Meeting minutes should be written the same in nonpublic sessions as they would be written for public sessions. The difference is, that the members of the meeting may vote to NOT disclose the information publicly in certain cases under NH Law. Can anyone name specific sessions that may require meeting minutes not to be released? What about in Congress? (National Security, Reference Classified Information, Discussion of Presidential Impeachment, Sensitive Communications for the President)
  • A Note About Using Laptops to Take Minutes: The clicking of the keys may be distracting to others.
  • It is important to write down exact words relative to someone making a motion “I move to give $100 to this organization.” Should be written in full. Unimportant Details: If an amendment is made you don’t have to write down that someone proposed making the amendment but should mention that it is in the main motion. Minutes remain in DRAFT form until the following meeting at which time they are approved, however, its very important that they are distributed to everyone on committee/board.
  • Shorthand in Depth http://en.wikipedia.org/wiki/Shorthand
  • Minutes.io was nominated top application for taking meeting minutes. It is web-based and FREE. Can also be used on a tablet.
  • Since the meeting minutes are captured visually using different colors and icons, it is also easier to remember key facts. Problems can be marked with red flag icons and important facts or ideas can be flagged with exclamation points, a gold star icon, green flags, and so on. To recall these important facts, you can simply flip through the mind maps and look for the relevant icon or graphic you drew.Mind maps can be easily organized. When stored in an electronic format, each meeting minute file can be stored with the meeting title and a date. Using the steno notebook, I have all my meeting notes dated and maintained graphically to allow me to quickly recall past decisions and discussion points. Mindjet, Freemind Software.
  • Conclusion to course, lecture, et al.
  • An opportunity for questions and discussions.

All About Meeting Minutes All About Meeting Minutes Presentation Transcript

  • 1CCSNH SYMPOSIUM „13HOW TO TAKE MINUTESErica R. ButeauAssociate Professor of Technology
  • Overview2  Overview  Special Rules  Introduction  Non-Public Meeting Minutes  Meeting Minutes in 90 Seconds  NH Nonpublic Session Rules  What‟s Your Experience?  Tools  Defining Minutes  Taking Minutes  What are “Minutes” Anyway?  How to Take Minutes  Purpose of Minutes  Basic Requirements  Capture Information  Templates  Bring Form to Topics  Shorthand  Pitfalls of Minutes  Minute-taking Software  The Drawbacks  Mind Mapping  Ineffective Minutes  Tips  Types of Minutes  Conclusion  Summary/Topical Minutes  Follow Up  Verbatim/Transcription Minutes  Resources  Action/Purpose Driven Minutes
  • Introduction3  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 youve 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 whos, whats, wheres and whens accurately and with ease. In addition to the traditional "pen and paper" method, sample Word templates and free minute- taking software will be discussed.
  • Meeting Minutes in 90 Seconds4
  • What‟s Your Experience?5
  • 6 Defining Minutes What are minutes? What minutes are not!
  • What are “Minutes” Anyway?7  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.
  • 8 Purpose of Minutes What Meeting Minutes Do. Why you need to take minutes.
  • Capture Information9  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
  • Bring Form to Topics10  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
  • 11 Pitfalls of Minutes The drawbacks/impediments of minutes. Things to watch out for. The problem with poorly done minutes.
  • The Drawbacks12  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.”
  • Ineffective Minutes13  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
  • 14 Types of Minutes • Action Minutes • Summary/Topical Minutes • Verbatim/Transcription Minutes
  • Summary/Topical/Discussion Minutes15  Summarize Meetings  Most Common  Written in full sentences  Serve as a Reminder  Record for Absentees  Historical Record
  • Verbatim/Transcription Minutes16  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. Verbatim copy of oral statements. Typically predefined, legally tested format.
  • Action/Purpose Driven Minutes17  Issue Focused  Substance of Meeting  Structured Presentation  Formatted by Author  Decisions Reached  Actions to be Taken  Do Not Include the Discussion RE: Decision
  • 18 Special Rules NH Rules for Meetings Behind Closed Doors
  • Non-Public Meeting Minutes19  Written in the same format as public meetings.  Main difference is the Public RELEASE of the information.
  • NH Nonpublic Session Rules20  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.
  • 21 Tools Pen and Paper Laptop/Tablet • Word Processing Program • Minute Taking Software Digital/Tape Recorder • Audio Record for Later Transcription
  • 22 Taking Minutes How to Take Minutes Basic Requirements Templates Shorthand Minute-taking Software
  • How To Take Minutes23  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
  • Basic Requirements/Tasks24 1. Contact Information 9. Time Meeting Adjourns 2. Time Meeting Begins 10. Note Relevant Info 3. Read Agenda 1. Points of Order 1. Note Agenda Was Read 2. Points of Information 4. Read Draft Minutes 3. Amendments Made 5. Note Other Reports 11. Leave out unimportant 1. Treasurer/Sub-Committee details. 2. Ask for Copies of Reports 12. Verify Info 6. Record Any Old Business 1. Regrets 2. Attendance 7. Record New Business 3. All Reports 8. Note Motions 4. Meeting Location 1. Who Makes Them 13. Type up the Minutes 2. Who Second Them 3. Pass or Fail 14. Distribute the Draft
  • Template (Short Form)25 [Organization/Committee Name] Meeting Minutes Date/Time Present: [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.]
  • Long Form-Heading Section26 [Meeting Title] [Date] [Meeting Time] [Meeting Location] Meeting called by Type of meeting Facilitator Note taker Timekeeper Attendees
  • Long Form-Agenda Section27 [Agenda Topic] [Time allotted] [Presenter] Discussion Conclusions Action Items Person Responsible Deadline *Repeat This Section For Each Agenda Topic
  • Shorthand28  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.
  • Software29  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)
  • Software Spotlight-Minutes.io30  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-dos 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.
  • Mind Mapping31  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
  • 32 Tips  Sit as close as possible to the  Consider learning shorthand or chair of the meeting. using a laptop.  Write things as they happen.  Ask people to write down their  Note concerns AND motions. accomplishments discussed.  Make sure you have the correct  You can still participate in the name spellings, contact email debates. addresses, and telephone numbers.  Type up your minutes immediately after the meeting ends.  Dont be afraid to interrupt and ask for clarification at any time.  Keep the minutes filed in a safe place.
  • 33 Conclusion  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.
  • 34 Follow Up  This presentation is available for unlimited review  http://ericabuteau.com/takingminutes
  • Resources35  http://wiki.answers.com/Q/What_are_the_three_m ain_styles_of_writing_minutes  http://en.wikipedia.org/wiki/Minutes  http://www.wikihow.com/Take-Minutes  http://nhrsa.org/law/91-a-3-nonpublic-sessions/  http://grammar.about.com/od/mo/g/Minutes.htm  http://youtube.googleapis.com/v/IRsbRBu30T0  http://www.youtube.com/watch?v=9Y88Zw7eWZc