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Minute Taking and Meeting Procedures for Beginners
- 1. Effective Minute Taking &Meeting Procedures In-house for St. Faith Church Saturday, 15 March 2025 By Sophia Jenang Accredited Trainer ID: 8846
- 2. CONTENTS 01 The Significanceof Minute Taking 02 Key Components of Meeting Minutes 03 Techniques for Effective Note-Taking 04 Challenges in Minute Taking 05 The Complete Cycle 06 Practical Exercises in Minute Taking
- 3. LEARNING OUTCOMES a recognize theimportance of their roles as effective minute takers; a a Upon completion of this course, participants should be able to: demonstrate key skills essential to produce effective minutes of meetings; paraphrase and summarize key items to include during minute taking; and develop systematic templates for coordinating meetings and distributing and storing minutes. a
- 4. 01 The Significance ofMinute Taking
- 5. Builds Organizational Memory •Acts as Reference point for future discussions • Provides legal record for organization • Clarifies responsibilities and decisions • Avoids repetitive discussions The Significance of Minutes Pivotal Role in Team Dynamics • Creates a uniform reference point for all in the team • Fosters collaboration and reduces misunderstanding • Encourages participation from team members • Builds a greater sense of ownership amongst members
- 6. Ensure familiarity withAgenda Roles of a Minute Taker Listen actively for key points Write and Edit Minutes Take attendance and notes during meeting Distribute and Store Minutes
- 7. Minute Taking • Createsa reliable resource to enhance communication • Ensure accountability and enhances decision-making • Contributes significantly to building organizational memory • Ensures valuable insights and decisions are preserved • Fosters a culture of learning and continuity with the organization • Contributes to a culture of transparency and continuous improvement Module Summary
- 8. 02 Key Components ofMeeting Minutes
- 9. Purpose of MeetingMinutes Key Components of Meeting Minutes Key Elements of Meeting Minutes Best Practices for Writing Minutes
- 10. Accountability Purpose of MeetingMinutes Communication • Provides a formal record of what transpired • Emphasizes importance of accuracy and clarity • Capturing the essence of discussions and decisions Historical Record
- 11. Date and Time KeyElements of Meeting Minutes Attendees • A comprehensive resource • Easily referred to by members • Aids in clarity • Ensures important details are not overlooked Agenda Items Discussion Summaries Decisions Made Action Items Time of Adjournment
- 12. Be Objective Best Practicesfor Taking Minutes Use Clear Language • Enhances quality of minute taking • Makes your minutes a valuable tool for communication and accountability Be Concise Review and Revise
- 13. Understanding key componentsof meeting minutes • Improves your documentation skills • Aids you in looking out for key points in discussions • Assists you in summarizing main ideas • Seek feedback to refine your skills Module Summary
- 14. 03 Techniques for EffectiveNote-Taking
- 15. Active Listening Techniques forEffective Note-Taking Impartial Documentation Concise Capture of Key Points
- 16. Focus on Speaker •Full attention • Avoid distractions Active Listening Acknowledge Understanding • Use verbal and non -verbal cues • Nodding or brief affirmations Avoid Interrupting • Allow speaker to finish thought before interjecting • Captures complete context of discussion
- 17. Use Neutral Language •Emotionally–charged words/phrases may skew interpretation Impartial Documentation Quote Accurately • Ensure captions quoted or statements paraphrased reflect speaker’s intent Focus on Facts • Document action items and key points without adding personal opinions • Never assume, always clarify
- 18. Identify Main Ideas •Focus on core messages of discussion • No verbatim report Concise Capture of Key Points Use Bullet Points • Enhances readability and clarity Summarize Action Items • Clearly outline decisions made • State actions assigned • Specify who is responsible and datelines assigned
- 19. Techniques for EffectiveNote-Taking • Minute-taker’s roles and responsibilities are integral to success of meeting. • Active listening and impartial documentation • enhances quality of meeting; and • foster a culture of accountability and transparency. • Consider seeking feedback from peers for continuous improvement. Module Summary
- 20. 04 Challenges in MinuteTaking
- 21. Lack of Preparation Challengesin Minute Taking Overlapping Conversations Unclear Decisions Unstructured Meetings
- 22. Articulate your Thoughts •Familiarize yourself with the agenda and meeting attendees Lack of Preparation Prepare Recording Device • If there is a need for record purpose Establish Ground Rules • One speaker at a time • Order of agenda • Based on previous minutes
- 23. Articulate your Thoughts •Be ‘present’ and arrive early • Have the agenda and attendees’ list at hand Unclear Discussions Ask Clarifying Questions • Could you elaborate on that point? • What do you mean by that? • Can you provide an example? Summarize Key Points • To summarize, you mentioned that ….
- 24. Focus on theSpeaker • Identify who is actually speaking • Prioritize capturing the speaker’s main points Overlapping Conversations Use Shorthand • Develop your own shorthand system • Be systematic about abbreviations Record the Meeting • If permissible, use a recording device • Helps you revisit unclear parts later
- 25. Create a FlexibleOutline • Prepare before meeting • Guides note-taking even if discussion deviates Unstructured Meeting Stay Adaptable • Prepare to adjust your note-taking style • Capture main ideas rather than every detail Encourage Structure • Steer conversations back to main topic by asking questions or summarizing points
- 26. Challenges in MinuteTaking • Lack of Preparation • Unclear Discussions • Overlapping Conversations • Unstructured Meetings • Recognizing them helps you become better prepared Module Summary
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- 28. Taking Notes Taking toStoring Minutes Distributing Minutes Editing Minutes Storing Minutes
- 29. Active Listening • Avoiddistractions • Focus on points, not speaker unless a vote is taken Taking Notes Impartial Documentation • Capture what was discussed • Avoid personal tones Ensure Clarity • Document decisions, actions to be taken and timeline • Summarize before next agenda
- 30. Proofread for Clarity •Read aloud • Take a break after first draft before proofreading Writing Minutes Remove Redundancies • Identify key points • Combine similar ideas • Be concise Ensure Critical Details Captured Accurately • Consecutive numbering system or bullet points • Summarize discussions • Review and revisit Use a Template
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- 33. Reviewed Drafts • Soonestpossible to all attendees and absentees (ideally within 24 hours) • Give timeframe (1 – 2 days) for revisions or amendments Editing Minutes Requests for Revision • Revisions must be according to meeting discussions • Typically, during next meeting Chairman’s Confirmation • Signed only after review and approved by all members
- 34. Document Format • Writein .doc form • Distribute in .pdf form • Consider audience, confidentiality and version control Distributing Minutes Ensure Confidentiality • Limit distribution • Use password protection After Distribution • Ensure timeliness • Choose the right channel • Follow-up Notes
- 35. Duration • Decide onduration to keep minutes of meeting e.g 3 years, 5 years Storing Minutes Digital Storage • Stored in cloud or google drive • Password protect for sensitive MoMs Backup • Always have a backup system • Ensure easy for retrieval whenever needed
- 36. The Chairman shouldsign the minutes of the meeting either immediately after the meeting if the minutes are finalized on the same day, or within a reasonable timeframe after the meeting after approval by all members. After Approval: The chairman signs the minutes only after they have been reviewed and approved by the participants or the board, ensuring accuracy. Timeframe: While there isn't a specific industry standard, it's generally best to get the minutes signed and dated as soon as possible after the meeting. Chairman's Role: As the head of the meeting, the chairman is responsible for ensuring that the minutes accurately reflect the proceedings, so their signature certifies the accuracy and approval. Alternative Signatories: In the event the chairman is unable to sign the minutes (due to death or inability), a member present and authorized by the board may sign them. Other Signatories: The board secretary also typically signs the minutes once approved to certify their accuracy and approval. Signature and Dates: The chairman also initials each page of the minutes, signs the last page and append the date of signing. Back
- 37. The Complete Cycle •Taking Notes – come prepared • Writing Minutes – proofreading and removing redundancies • Editing Minutes – requests for revision and amendment • Distributing Minutes – decide on channel, ensure confidentiality • Storing Minutes – ensure ease of retrieval, physical and digital storage Module Summary
- 38. 06 Practical Exercises inMinute Taking
- 39. Date: Time: Venue: Fair ThreadsClothing Attendees: Samantha Mason, CEO (Chairperson) Alex, Head of Information Rachel, Administration John, Head of Finance Matthew, Head of Research Key Points Discussed: • A review of staff working from home, particularly from the Research Department • Management’s idea on remote work discussed, emphasized past support. • Input from others on the topic recorded. • Ideas in favour include flexible working hours, more time for working parents for family, office environment becoming difficult to work in/overcrowded/constant phone rings • Areas of concern include costing, insurance and some members of staff feeling alienated Action Items: • Gather further feedback from employees regarding work-from-home experiences including other organizations’ experiences, costing and insurance – Matthew and John • Schedule a follow-up meeting for Matthew and John to present and for meeting to finalize decisions.
- 40. Fair Threads ClothingManagement Meeting 1 March 2025 @ 11.00am Venue: FTC Conference Room Present: Samantha Mason, CEO (Chairperson) Alex, Head of Information Rachel, Administration John, Head of Finance Matthew, Head of Research Angela Bedi, PA to CEO (Transcriber) No. Agenda/Item Action Party 1. Opening Remarks 1.1 Mdm Chairperson welcomed and thanked everyone for their presence at the Senior Management Meeting for FTC. 1.2 Other members of the meeting introduced themselves. For information/All members 2. Staff Working From Home 2.1 The motion for staff working from home was proposed for discussion by Head of Research after their team discussion. The meeting noted past support for the idea. 2.2 Mdm Chairperson proceeded to elicit other members’ point of view on the matter. 2.2.1 It was noted that working from home will allow for a more flexible working hour and allow for working parents to spend more quality time with their family and solves the problem of overcrowding and discomfort in the office. 2.2.2 On the other hand, other areas of concern need to be considered like costing, insurance and making staff members feel alienated. 2.3 It was agreed that further studies based on other organization’s experiences, and studies on costing and insurance matters be further done and reported in the next meeting 2.3.1 Results of the studies will be presented in the next meeting by Head of Research and Head of Finance All members Matthew and John
- 41. Meeting: Monthly Meeting Attendees:Rita, Managing Director (Chairperson) Jason Somerville, Program and Project Manager for Marketing Lucy Strokes, PA to MD Sue Carpender, Sales Director Julian Gillis, HR Manager Frank Lyons Absent with Apologies: Gary Cope, Carl Madden, Joey Ballen, Clive and Janed Bowers Key Points Discussed: • Car Park Issues • Since Orchard & Shipment moved to vicinity • Only 5 spaces available • Suggested – Priority parking: 2 for sales team and 3 for clients; MD to coordinate for anyone off; Jason to park at garage Action Items: • Email sent to advice all staff on priority parking – HR • List of parking spaces to be circulated – Prg & Prj Manager
- 42. No. Agenda/Item ActionParty 1. Opening Remarks 1.1 Mr. Chairman thanked everyone for attending the meeting under such short notice. 1.2 Mr. Chairman announced that the Board has made a decision about the relocation and this meeting was held to address rumours regarding it and prevent any further speculation For information/All members 2. The Board’s Decision 2.1 After weighing all possible options, the Board has chosen the most practical and sensible option. 2.2 All head office operations will be moved from the current location to the company’s branch and this meeting is to determine how this plan to move is to be implemented. 2.2.1 Basic Schedule for Relocation 2.2.1.1 As the lease on the current property ends on 31st March, there are 12 months for relocation 2.2.1.2 The detailed relocation schedule was shared and everyone is reminded to keep to the dates. 2.2.1.3 Departmental datelines can be done internally by each department. 2.2.2 Working Practices 2.2.2.1 A flexi-time policy will be drawn up by Paul after he consults with all Department Heads. 2.2.2.2 Members are reminded to use this opportunity to consider and refresh current working practices in line with the trend to work from home and work more flexibly. 2.2.3 Presenting the Plan to Employees 2.2.3.1 Members are reminded to keep the staff informed and involved throughout the relocation process. 2.2.3.2 All members are advised to be open and employ good communication channels in keeping their staff informed. 2.3 Mr. Chairman reminded members that they will face some challenges as there may be mixed reactions from the For information/All members All members Paul All members All members All members
- 43. CONTENTS 01 The Significanceof Minute Taking 02 Key Components of Meeting Minutes 03 Techniques for Effective Note-Taking 04 Challenges in Minute Taking 05 The Complete Cycle 06 Practical Exercises in Minute Taking
- 44. Enhancing Your MinuteTaking Skills • Why is minute taking significant for an organisation? • What are the key components of a Minute of Meeting? • Name some techniques for effective note-taking. • What are some challenges you face in taking minutes of meeting? • What is the complete cycle as a minute taker? Recap of the Program
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