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All About Meeting Minutes

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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All About Meeting Minutes

  1. 1. 1CCSNH SYMPOSIUM „13HOW TO TAKE MINUTESErica R. ButeauAssociate Professor of Technology
  2. 2. 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
  3. 3. 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.
  4. 4. Meeting Minutes in 90 Seconds4
  5. 5. What‟s Your Experience?5
  6. 6. 6 Defining Minutes What are minutes? What minutes are not!
  7. 7. 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. 8. 8 Purpose of Minutes What Meeting Minutes Do. Why you need to take minutes.
  9. 9. 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
  10. 10. 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. 11. 11 Pitfalls of Minutes The drawbacks/impediments of minutes. Things to watch out for. The problem with poorly done minutes.
  12. 12. 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.”
  13. 13. 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. 14. 14 Types of Minutes • Action Minutes • Summary/Topical Minutes • Verbatim/Transcription Minutes
  15. 15. Summary/Topical/Discussion Minutes15  Summarize Meetings  Most Common  Written in full sentences  Serve as a Reminder  Record for Absentees  Historical Record
  16. 16. 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.
  17. 17. 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. 18. 18 Special Rules NH Rules for Meetings Behind Closed Doors
  19. 19. Non-Public Meeting Minutes19  Written in the same format as public meetings.  Main difference is the Public RELEASE of the information.
  20. 20. 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. 21. 21 Tools Pen and Paper Laptop/Tablet • Word Processing Program • Minute Taking Software Digital/Tape Recorder • Audio Record for Later Transcription
  22. 22. 22 Taking Minutes How to Take Minutes Basic Requirements Templates Shorthand Minute-taking Software
  23. 23. 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
  24. 24. 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
  25. 25. 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.]
  26. 26. Long Form-Heading Section26 [Meeting Title] [Date] [Meeting Time] [Meeting Location] Meeting called by Type of meeting Facilitator Note taker Timekeeper Attendees
  27. 27. Long Form-Agenda Section27 [Agenda Topic] [Time allotted] [Presenter] Discussion Conclusions Action Items Person Responsible Deadline *Repeat This Section For Each Agenda Topic
  28. 28. 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.
  29. 29. 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)
  30. 30. 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.
  31. 31. 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. 32. 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. 33. 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. 34. 34 Follow Up  This presentation is available for unlimited review  http://ericabuteau.com/takingminutes
  35. 35. 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

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