1. Meeting Minutes Workshop
October 23, 2011

2. 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

3. 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.

4. 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.”

5. 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

6. 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!!!!

7. 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

8. 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

9. 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.

10. 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").

11. 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.

12. Questions/ Comments ?