Meeting Minutes Workshop October 23, 2011

Overview Minutes defined Why is it important to take minutes Before the meeting During the meeting After the meeting What should be included in the minutes What should be avoided when taking minutes Top Ten Tips Questions

Black’s Law Dictionary Minutes defined: Memoranda or notes of a transaction, proceeding, or meeting. Parliamentary law. The formal record of a deliberative assembly’s proceedings, approved(as corrected, if necessary) by the assembly.

Ray E. Keesey, Modern Parliamentary Procedure “The minutes of an organization include a record of all official actions taken, the presiding officer, the presence of a quorum, and information showing that the meeting minutes will depend upon the degree of detail desired… The minutes should be an official record of actions taken by the organization, not a transcript of what individuals say in meeting.”

Why Minutes Are Important Minutes are needed for the record of the meeting Provide clear, concise, coherent and accurate summary of the meeting Inform about day to day operations Minutes are needed for the allocation of funds approved at the meeting Records decisions of the meeting and actions agreed upon Minutes are important to clarify what was accomplished at the meeting Critical to organizations operations Provides resources and reference material for future meetings Minutes are important to give guidance on actions assigned and what needs to be done Used to recommend actions Furnished information to make decisions Individuals get exact info needed without having to wade through superfluous information

Before The Meeting Make sure you are prepared ahead of time Get a copy of the meeting agenda (if available) Create a minute template The template can include (according to Roberts Rules of Order) Type of Meeting Name of group Time, date, and location Name of who is chairing the meeting Attendance list All items to be discussed in order Other business Agreed actions and who will perform the items Attachments of documents (if applicable) Time of adjournment Have an attendance sheet ready Have both regular attendees and guests sign-in! Have a recorder that works and have proper power This will help to ensure motions are accurate and stated as specified Be on time for the meeting!!!!

During The Meeting Take notes using your outline or template DO NOT interpret mood or tone Note facts, decisions, and actions Be consistent Focus on action items, not discussion. Record the meeting (if recorder is available) Clarify what is said in the meeting if you don’t understand something Ask yourself “would someone who did not attend the meeting understand: the main points, decisions reached, and required actions?” Have speakers identify themselves for the recording

After the Meeting Transfer your recording to your computer Make a copy of your recording to prevent accidental deletion Use your notes and recording to type your rough draft or edit your template Write minutes ASAP Write in third person and past tense (it was reported that…) Do not use jargon or abbreviations Review your notes and comments Run spell check, check for grammatical errors, and edit your draft for proper terminology READ over notes (spell check does not catch everything) Number the pages as you go so you aren’t confused later, and have the meeting type and date on each page (footnote). Remember, though, that the minute-taker is responsible for providing good flow. Don’t force yourself to write the minutes in the actual chronological order of the discussion - it may not work. Send minutes to appropriate parties for editing and proof-reading Receive feedback and make revisions

What Should Meeting Minutes Consist Of Minutes are a record of basic information of the meeting Be concise Minutes clarify what was accomplished and what decisions were made Are a record of what was done not a record of what was said Minutes provide guidance for actions and who is assigned those actions Minutes include summaries of lengthy debate or discussion Be objective. Write in the same tense throughout and avoid using people’s names except for motions or seconds. This is a business document, not about who said what.

What To Avoid When Taking Minutes Lengthy discussion is not needed. (summarize) Avoid directly quoting individuals Do not put in subjective information and opinions Don't skip writing minutes Just because everyone attended the meeting and knows what happened. Meeting notes serve as a record of the meeting long after people forget what happened. Don't describe all the "he said, she said" details Unless those details are very important. Record topics discussed, decisions made, and action items. Don't include any information that will embarrass anyone (for example, "Then Terry left the room in tears").

Top 10 Tips There’s no set way! Minutes will vary from person to person and from organization to organization. There’s no absolutely correct way to minute meetings. Don’t change for change’s sake! Review the previous minutes taken. If you are comfortable with this style then stick with it! Make your minutes accurate, brief and clear. You want people to read them. Make them readable by incorporating white space - in the form of numbering and headings that reflect the agenda, margins, bullet points and indentations. Keep the sentences and paragraphs short. Can you change the style? If you are unhappy with the style of the minutes, speak to the chair about changing the style to one that suits you. However, ultimately you will have to produce the style of minutes that the Chair wants. Don’t be a robot! Don’t attempt to write down every single word. Spend less time writing and more time interpreting. Stick to the facts! Keep them objective – even if you have an opinion! If you’re not sure don’t guess! Always seek clarification if unsure of what has been agreed and what should be noted. Record attendees Record the time if people enter or leave during the meeting. These people should be described in the attendance list at the top of the minutes Keep tabs on time Timings can be inserted on the agenda if your meetings tend to overrun. Put the actual time each agenda item should start, on the left hand side of the document. Stick to common terms Use 'Action Points' and deadlines unless otherwise advised.

Questions/ Comments ?