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Minutes of Meetings (what you can expect!)


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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?

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Minutes of Meetings (what you can expect!)

  1. 1. Meetings and Minutes By Sally Butler
  2. 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. 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. 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%
  5. 5. Why have minutes?
  6. 6. Before the Meeting
  7. 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
  8. 8. The meeting…
  9. 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
  10. 10. After the Meeting
  11. 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
  12. 12. Action Point Register with Risks
  13. 13. Proof Reading
  14. 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. 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!”
  16. 16. Barriers to note taking…
  17. 17. 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.
  18. 18. 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)
  19. 19. Mathew Riley with Susan Ma
  20. 20. 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
  21. 21. 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!
  22. 22. 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!
  23. 23. Common Grammar Errors
  25. 25. 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
  26. 26. Re-cap • Before the meeting • On the day • During the meeting • After the meeting • Grammar / spelling? • Writing up • Tips for note taking
  27. 27. Happy Minute Taking! If you want to know how to attend the whole course contact Sally on Only £110 per person!