1. Perfect Minutes in an Hour with Ann-Marie Barston-Skill Welcome to

2. Programme The Role of the Minute taker The Role of the Minute taker Critical listening skills Critical listening skills Preparation and planning Preparation and planning Effective methods of note taking Effective methods of note taking Capturing what’s important Capturing what’s important Producing minutes which satisfy readers’ needs Producing minutes which satisfy readers’ needs

3. The role of the minute taker To take accurate notes of the main discussion points and actions taken at meetings To take accurate notes of the main discussion points and actions taken at meetings To listen carefully To listen carefully Clarify issues with the Chairperson Clarify issues with the Chairperson Type up accurate notes quickly and efficiently using agreed layouts Type up accurate notes quickly and efficiently using agreed layouts Top Tips

4. Critical Listening Skills What stops us listening? What stops us listening? Ways to overcome these barriers Ways to overcome these barriers

5. Some people say they lose concentration because….

6. I am worried about having missed the last point It is too long since the last break! The language is too technical – I don’t understand what they are talking about This speaker’s mumbling How can I take minutes when more than one person is talking at once? I don’t respect the speaker The speaker is waffling

7. Some people say that they lose concentration because… I have other things on my mind – I have my own work to do! What shall I get to eat tonight? I wish the Chair would keep better control Not another interruption! This has gone off the point – where shall I go on holiday next?

8. Listening exercise Refer to your handouts and turn to the ‘Listening Accurately page’ Refer to your handouts and turn to the ‘Listening Accurately page’ I’ll read you the passage and you answer the questions I’ll read you the passage and you answer the questions

9. Role of the Chairman Planning the meeting Planning the meeting Control and direction of the meeting Control and direction of the meeting Production and distribution of the record (ie the minutes of the meeting) Production and distribution of the record (ie the minutes of the meeting) There’s more on the role of the Chairman in your pack There’s more on the role of the Chairman in your pack

10. What can we do to help? Preparation and Planning Have a pre- meeting with the Chair Have a pre- meeting with the Chair  The Chair’s objectives?  Jargon Can I interrupt? Can I interrupt? One person to speak at a time – please One person to speak at a time – please Can I sit next to you? Can I sit next to you? Chair to summarise Chair to summarise Can we have breaks? Can we have breaks?

11. Planning and Preparation The previous minutes The previous minutes Jargon – glossary of terms? Jargon – glossary of terms? Have an early night Have an early night Prepare paperwork Prepare paperwork Who’s who? Who’s who? Be aware of your barriers to listening Be aware of your barriers to listening

12. Methods of Note taking A4 Minute Book A4 Minute Book Original notes are kept Original notes are kept Columns ruled for names and action points/deadlines Columns ruled for names and action points/deadlines Take a new page for each agenda item Take a new page for each agenda item Mind map notes – sample in your pack Mind map notes – sample in your pack Table plan Table plan

13. Capturing the key points What is the Chair’s objective? What is the Chair’s objective? Is this relevant? Is this relevant? Don’t attempt to write everything Don’t attempt to write everything Listen Listen Interpret Interpret Summarise what is said Record action points – by whom, by when? Record the outcome of discussions, not who said what

14. Producing the final minutes Write them up within 48 hours Write them up within 48 hours Follow the Agenda Follow the Agenda Summarise information Summarise information Record only what is relevant Use headings, bullet points, short sentences and short paragraphs

15. Producing the final minutes Explain abbreviations the first time they appear Explain abbreviations the first time they appear Record action points and deadlines – use a column for clarity Record action points and deadlines – use a column for clarity Record the outcome of discussions

16. Avoid Clichés At the end of the day At the end of the day Moving forward Moving forward Let’s touch base Let’s touch base Thinking outside the box Thinking outside the box A game of two halves A game of two halves The bottom line The bottom line

17. Proofread! (Don’t rely on the Spellchecker) Have a look at the example in your packs! (green sheet)

18. Basic Rules of Writing Well Accuracy Accuracy Brevity Brevity Clarity Clarity

19. Word Exercise Have a go at the word exercise in your pack Have a go at the word exercise in your pack In pairs attempt the group exercise In pairs attempt the group exercise

20. The long way of saying things Have a look at the long words or phrases to avoid and their alternatives Have a look at the long words or phrases to avoid and their alternatives

21. Celebrate!

22. Thank you Any questions? Any questions?