1. Minute Taking
Your Name

2. 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

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

4. Types of Minutes 01
Verbatim 02
Summary 03
Narrative

5. 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

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

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

8. 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

9. 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

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

11. Listen Actively E
Effort A
Analysis R
Response

12. 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

13. ABC of Good Writing
Accurate
Brief
Clear

14. 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."

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

16. 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