Minutes of Meeting.pptx
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The document discusses the role and skills of an effective minute-taker at meetings. It outlines that the minute-taker is responsible for accurately documenting discussions, decisions, and assigned actions during a meeting in a clear structure. This includes listening closely without interrupting, taking thorough notes, and promptly writing and distributing the minutes afterwards. Effective minutes are concise, unambiguous, and use a standard structure including headings, attendance, the agenda items discussed, and assigned actions. The document provides tips for minute-takers to help fulfill these responsibilities.
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This professional development event focused on working with international students. It included presentations by international students on their experiences, an exercise on the stages of cultural acclimation, and a Q&A session. Attendees also learned about the five stages of culture shock (honeymoon period, culture shock, first adjustment, mental isolation, and acceptance), how to identify and address culture bumps, keys to good communication like pronouncing names correctly and using silence, and common adjustment issues for international students. Handouts provided additional resources on intercultural communication.
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- 1. Technical Writing & Presentation Skills: Minute- Taking Alipur College, Alipur
- 2. What we’ll cover this evening… The minute taker’s role Listening Capturing what’s said Writing up and structuring minutes
- 3. The weird language of meetings Formal Informal Everyday
- 4. The Minute Taker’s role • In small groups, identify the key tasks of an SSCC minute taker. • What skills will you need to complete these task?
- 5. The Minute-Taker’s Responsibilities Taking down notes accurately Writing the notes with responsibility and ownership Distributing the minutes and filing them for future reference
- 6. The Minute-Taker’s Task Before Meeting • Preparation During Meeting • Writing down actions and conclusions After Meeting • Distributing the minutes
- 7. Meeting Preparation • Organising the meetings • Inviting participants • Setting the agenda
- 8. Setting the Agenda Producing the agenda (with the Chair) It sets clear objectives It provides pre-meeting information It includes all relevant items It shows the structure and timing of the meeting It shows who is required
- 10. The importance of listening • Stay focused on the speaker • Don’t tune out dry-sounding information • Try not to evaluate as you are listening • Show you are ‘actively’ listening • Ask clarifying questions • Don’t interrupt • Brain Vs Ears
- 11. Tips for taking notes • Draw up a table plan • Print off an agenda for you to write notes against with big spaces • Record the action to be taken clearly and the date when it’s to be done by
- 12. Writing up minutes • Take notes during the meeting, write minutes up afterwards • Do it soon!
- 13. What you’re aiming for 1. Background 2. Discussion 3. Decision 4. Action • Whilst being: authentic, complete, concise, free from ambiguity, in the past tense
- 14. The structure of minutes • Beginning • Middle • End
- 15. Beginning • Heading • Attendance • Present • In attendance (i.e. not a member of the committee) • Apologies • Absent • Item 1: Previous Minutes • Item 2: Matters arising from the previous minutes
- 16. Middle • Item 3. Business • Go through in order of the agenda (keep the same numbering) • Make a record of what was said • E.g. a brief outline of the discussion and actions agreed or… • Just a record of the actions [in bold, with initials of who is responsible]
- 17. End • 4. AOCB • 5. Date of next meeting • Chairperson’s name and date
- 18. The power of words How you minute conversations can subtly change how the reader interprets the minutes: • Use “They” • Past Tense: “…said, stated, argued, contested, emphasised, reinforced, stressed, urged, declared, mentioned”
- 19. Once minutes completed • Distribute quickly: 80:20 rule • File them safely somewhere – paper and electronic?
- 20. Professional Skills Curriculum • Development programme open to all students • 11 graduate key skills graduate employers value • Dip in and out, or complete 8 and a reflective essay to receive certificate https://www.facebook.com/ ProfessionalSkillsCurriculum