Minute Taking Your Name

At the end of this session you will be able to: Objectives At the end of this session you will be able to: Prepare for meetings when you are the minute taker Note the relevant points from discussions 01 04 Identify and overcome common obstacles to effective listening Produce clear, concise and appropriately worded minutes 02 05 Select and use an appropriate note taking technique Follow conventions for the format of minutes 03 06

Introductions Name Job role Experience of taking minutes Issues encountered when taking minutes What would you like to gain from today?

Types of Minutes 01 Verbatim 02 Summary 03 Narrative

To record who attended the meeting, what was decided, Minutes are needed… To jog our memories To record who attended the meeting, what was decided, by whom and why To remind attendees, to inform absentees and to ensure tasks allocated are actioned As legal evidence

Paperwork to Study Previous minutes Meeting papers Agenda Any other sources of relevant info

Working With the Chairperson Discuss: Previous minutes Agenda Meeting papers Any other sources of relevant info

Chairperson’s Role Introduce the meeting Welcome invitees/new members Monitor attendance Give apologies from absentees Check there is a quorum Obtain approval for previous minutes Sign the previous minutes Introduce each agenda item Facilitate discussion and keep it on track Summarise the discussion before the next agenda item Ensure clear wording of any resolution Close the meeting

Minute Taker’s Role To record: names of attendees and absentees the main points of the discussion (if narrative minute required) motions the names of proposers and seconders the decisions of the meeting any actions to be taken, by whom and when the date of the next meeting

Allocates responsibilities A Well Planned Agenda Is structured Has a clear outcome Allocates responsibilities Uses action verbs Is timed

Listen Actively E Effort A Analysis R Response

Work Back From the Decision Point 3 Point 1 Point 2 Point 4 Point 6 Point 5 Point 7 Point 8 Point 9 Point 10 Include only the points relevant to the decision Decision

ABC of Good Writing Accurate Brief Clear

What Narrative Style? Traditional Telegraphic Past tense reported speech Abbreviated e.g. “The minutes were approved 10-0.” e.g. “Minutes of last meeting approved 10-0."

Reviewing the Minutes Content: structured, accurate, logical and relevant Expression: accurate, brief and clear Well presented

Objectives 01 04 02 05 03 06 Now you can: Prepare for meetings when you are the minute taker Note the relevant points from discussions 01 04 Identify and overcome common obstacles to effective listening Produce clear, concise and appropriately worded minutes 02 05 Select and use an appropriate note taking technique Follow conventions for the format of minutes 03 06