L EADERSHIP PRACTICES : M INUTE WRITING CE-ELM MSA, 18 th APRIL, 2011 SESSION 3

OBJECTIVES By the end of the session, the CPs should be able to: Describe qualities of good minutes Develop an outline of minutes

B RAINSTORMING Why are the minutes taken? Who takes minutes of meetings in your school? Why does that person take the minutes

T AKING MINUTES Definition - Minutes are an official record of proceedings in a meeting. - Writing minutes not a preserve of teachers of English or Deputy Head only - Since the minutes will serve as an official record of what took place during the meeting, you must be very accurate.

M INUTES The function of minutes is to: Confirm decisions Record agreed actions Record responsibilities Prompt action from those who attended the meeting Inform those who did not attend the meeting Serve as a record of the meeting's discussion

M INUTES C ONT. Should be based on agenda items Minutes written in progression Record important resolutions agreed upon Not about recording what each member said Action responsibility-by who and when is critical

B EFORE THE MEETING Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Make sure your tool of choice is in working order and have a backup just in case. Use the meeting agenda to formulate an outline.

D URING MEETING Pass around an attendance sheet. Get a list of members and make sure you know who is who. Note the time the meeting begins. Don't try to write down every single comment -- just the main ideas.

Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. Make note of any motions to be voted on at future meetings. Note the ending time of the meeting.

A FTER MEETING Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them.

W ITHOUT GOOD MINUTES We may not remember or recognize: What we decided in the meeting What we accomplished in the meeting What we agreed to in terms of next steps (action items) And when we can't remember the items above, we end up going in different directions and then meeting again for the same original purpose!

TIME To avoid wasting your time spent in meetings, be sure your notes and minutes answer these 10 questions: When was the meeting? Who attended? Who did not attend? (Include this information if it matters.) What topics were discussed? What was decided? What actions were agreed upon? Who is to complete the actions, by when? Were materials distributed at the meeting? If so, are copies or a link available? Is there anything special the reader of the minutes should know or do? Is a follow-up meeting scheduled? If so, when? where? why?

D O ’ S AND DON ' TS Do write minutes soon after the meeting --preferably within 48 hours. That way, those who attended can be reminded of action items, and those who did not attend will promptly know what happened. Do use positive language. Rather than describing the discussion as heated or angry, use passionate, lively, or energetic-- all of which are just as true as the negative words.

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").

ACTIVITY Last Friday, an SMC meeting was held in your school to discuss the forthcoming harambee in aid of a water project. Identify the following; What needs to be done Who will do it When will it be done How to monitor what to be done

TEMPLATE 1. Title name of the group place date Time

2. Record of attendance present- apologies – absent – In attendance -

3. Actual minutes Preliminaries Minute one Minute two Minute three Adjournment Next meeting

4. Signing off Written by confirmed by Date Signature

NOTE Language; ie Accuracy – spelling, grammar, word choice, tenses, subject – verb agreement Fluency – Cohesion, appropriateness of tone, phraseology, apt vocabulary, pleasantness, Maturity. Minutes must be written in the passive voice