The Grammateus STYLE

IS IT LEFT UP TO STYLE ???

Is How You Record the Minutes A matter of Preference ?

What should you expect the officially recorded minutes to look like ?

What to Include ? What to Leave Out ?

Write too much? Write too little?

Choose Your Method Notebook Template Laptop Tape Recorder Shorthand

Obtain the meeting agenda and other pertinent materials The agenda serves as your template for how the minutes are organized

Listen with Care The Grammateus must focus on major issues, actions, and decisions. She must sort through a lot of verbiage to understand what is really being said. Be an active listener

The objective for the Grammateus is to stick to the facts Just the Facts The objective for the Grammateus is to stick to the facts

KEEP IT CLEAR AND SIMPLE Provide language that is understandable, concise, and objective throughout

BE EXACT The Grammateus must be absolutely accurate in presenting the facts of a meeting.

SUMMARIZE.....Don’t record conversations word for word Exception: Do record motions Record the motion Who made the motion Who seconds the motion

Be specific when it really counts A vague account will make your minutes less valuable

Use Keywords vs. Sentences

Keep emotions out of the minutes

Reflect accurately the order Even if it doesn’t follow the agenda of the discussion Even if it doesn’t follow the agenda The minutes are legal, historical documents. You never know when you will be asked about a meeting.

Bulleted Lists correspondence suggestions concerns

When confused, Speak Up ! Ask for Clarification Write yourself a note

Use a consistent format when writing the minutes

Your minutes should be as close to perfect as you can get them before anyone sees them. ***** Minutes should be approved by the Basileus before distribution.

Use a separate page for large corrections

Keep minutes in chronological order Keep minutes in chronological order. Include all handouts and the agenda.

Pass records to your successor Purge with care