Minute Taking

Presented by Janette Presented by Janette DempseyDempsey

Certificate IV Business Certificate IV Business AdministrationAdministration

ContentContent

PurposePreparationListening skillsNote taking skillsUsing technology

VerbatimWhat to recordTerminologyTranscribingFinalisingDistributing

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Why Take Why Take Minutes of Minutes of Meetings?Meetings?

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Why take Why take minutesminutesof of meetingmeeting??

Keep the organisation moving towards its objectives

Provide a legal and historical record of◦Proceedings◦Recommendations of the committee◦Decisions◦Actions to be carried out

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PreparationPreparationRead the previous minutesMeet with the Chair to prepare and discuss Agenda

Read any briefing or business papers

Talk with Chair or other “experts”Find out about people you don’t know

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Be organisedBe organisedCheck the room bookingLet reception know who to expect

Check equipment and suppliesHave copies of agenda and previous minutes

Have name badges for everyonePrepare an attendance sheetConsider using a preparation checklist

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At the meeting:At the meeting:Sit beside the ChairpersonHand out name badges and attendance list

Make sure you are comfortable

ConcentrateDon’t be involved in discussion or decision making

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Humanology –v-Humanology –v-TechnologyTechnology

Shorthand (records what is said verbatim)

Note taking (uses abbreviations and symbols)

Tape recording (make electronic recording which can be replayed later)

Laptop (notes are electronically recorded and can be quickly expanded and formalised)

Use a template to transcribe your notes into.

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Types of Types of MinutesMinutes

Formal – verbatim (word for word – reports the detail)

Summary – more casual (reports the important points)

Action – brief (focuses on the actions to be taken and by whom)

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Terminology Terminology QuizQuiz

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TerminologyTerminology

QuorumAGMPoint of

orderProxyMotionMoverSeconder

VerbatimAdjournUnanimousScrutineerAbstentionHearsayAOB

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What to include in What to include in MinutesMinutes

• Type of meeting• Place, time and date of meeting

• Chairperson and attendees• Apologies• Approval of previous minutes (noting any changes) ……..

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What to includeWhat to include

Reports, briefing or business papers and other agenda items

Motions arising from businessOutcome or resolution of votes

and/or proposalsAny action required and who is

responsibleTime and date of next meeting

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Note Taking Note Taking SkillsSkillsMemory retentionListening skillsClarifying skillsWritten communication skills

Proofreading skills

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Listening Skills -Listening Skills -How good are How good are yours?yours?

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When taking notesWhen taking notes::

Sit comfortably – good back supportHave a good pen or pencilLap top/equipment ready to goPre write agenda points with space for

notesUse bullet points down the page not

sentences across the pageRecord the message not the wordsBe concise

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Symbols & Symbols & AbbreviationsAbbreviations

Symbols replace whole words or phrases

Abbreviations shorten a word or phrase

Industry specific abbreviationsSMS abbreviationsOmit vowelsAbbreviate prefixes and suffixesShort forms

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TranscribingTranscribingAs soon as possible after meetingFocus on outcomes rather than what

was said to reach themTranscribe motions, movers and

seconders exactly (verbatim)Include any action required before

next meeting and who is responsibleWrite in Third personUse Title and Department rather

than Individual Names

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Plain EnglishPlain English• Avoid vague terms• Avoid general words• Be specific about documents or

papers• Use short sentences• Don’t pad out sentences• Use active statements• Avoid jargon• Write in the positive

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Wordy SentencesWordy Sentences

All the furniture in this office is old; it’s scruffy and much of it is falling apart. We should do something about replacing it. It looks dreadful and one day there’s going to be an accident.

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The office The office furniture needs furniture needs replacing.replacing.

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The phones must beanswered by a human between9.00 and 5.30; voicemail is only acceptable outside working hours. People don’t like leaving a message and it gives the impression that we’re keeping them at arm’s length.

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Voicemail outside Voicemail outside normal office hours normal office hours onlyonly

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The goldfish have been a great success; many people commented that they were relaxing. It seemed to stop small children running around – they were more interested in watching the fish.

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Goldfish – a good Goldfish – a good thing.thing.

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The clinic has seen a 30 per cent increase in patient throughput. It’s not surprising that the car park gets full. Sometimes there’s a queue back out on to the road. There’s going to be an accident one day.

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The car park isn’t The car park isn’t big enough.big enough.

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King Arthur had a point! The shape of the table is vitalto the success of the meeting – I think we should consider a round table or at least a broad oval. These long boardroom tables make sensible discussion impossible. I can’t hear Ken and they’re chattering at the back.

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Change the shape of Change the shape of table to round/broad table to round/broad oval.oval.

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Everyone in the team wants the new system; well, a couple of the administrators aren’t too keen but they’ll come around. Oh, and Tim is anti – but he always is. Everyone else is keen.

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Views are mixed Views are mixed about new systemabout new system

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The Action TriangleThe Action Triangle

What? Who?

When?

• Precisely what is going to be done• Who will take responsibility?• When the action should be completed.

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Outstanding Action Outstanding Action ScheduleSchedule

Completed at same time as minutes

Follow up prior to next meeting

Distribute with minutes

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Other outcomesOther outcomesNo further action requiredClosedNo decision takenNo consensus reachedDeferred to next meetingReferred to …….. for further advice

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DistributionDistribution

To Chairperson within 5 working days for approval.

To Committee members◦ within 5 working days of previous meeting for fortnightly meetings or

◦within a fortnight of previous meeting for monthly meetings.

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Approved delivery Approved delivery methods:methods:

Hand deliveryExternal postInternal mailFacsimileEmailTRIM file notification

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Record KeepingRecord KeepingMinutes and Agendas placed on intranet and internet

Secretariats responsible for maintaining agendas and minutes

Minutes and Agenda kept for seven (7) years

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ReviewReviewWhat did I learn today that I can use to help me in my job?

What will I do to improve my minute taking skills?

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Thank You andThank You andHappy Minute TakingHappy Minute Taking

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