Minute Taking Made Easy

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Minute Taking Made Easy. By: Rhonda Scharf, CSP Presented by: Robin Cochran, CPS/CAP. Don’t Let the Thought of Doing Minutes Stress You Out!. What Are Minutes? Minutes are the official, written, permanent, formal record of what transpires during a meeting. - PowerPoint PPT Presentation

Transcript of Minute Taking Made Easy

Minute Taking Made Easy

Minute Taking Made EasyBy: Rhonda Scharf, CSP

Presented by: Robin Cochran, CPS/CAP

Dont Let the Thought of Doing Minutes Stress You Out!

2What Are Minutes?

Minutes are the official, written, permanent, formal record of what transpires during a meeting.

Their purpose is to provide people with:A clear and objective summary of the meetingTo update those unable to attendA reminder of future expected actionsTo provide a rationale and historical background

What Should Minutes Contain?DatesTimesLocationsMotions/decisionsAttendees/absencesGuestsGroup nameAttachmentsThe word MINUTES has to be shown

What Should Minutes Not Contain?WelcomeLunch/break detailsPersonal issuesActual conversationsThe recorders input (give input only if requested)Side conversations

4Types of Minutes

FORMALFormal minutes adhere to the strict use of Rules of Order. Large meetings are likely to be more formal than small meetings. The larger the meeting the more control is necessary to expedite the business at hand, to assure legality.

Examples of Formal Meetings:Annual Membership MeetingsMonthly Board MeetingsCorporate Meetings State and Regional ConventionsNational ConferencesSeminarsFederal and Local Government Meetings

Definition of Roberts Rules of Order Provides common rules and procedures for deliberation and debate in order to place thewhole membership on the same footing and speaking the same language.

Types of Minutes (continued)

Modified Formal As indicated, this type of meeting conducts its business with relaxed Rules ofOrder.

Example of Modified FormalUse of formal motions, but informal discussions

Informal Informal meetings use few or no Rules of Order to conduct business.

Examples of InformalStaff MeetingsManagement MeetingsCommittee MeetingsSocial/Civic Club Meetings

Types of Minutes (continued)

Roles of the Minute Taker

Sort out the comments/suggested actions and decisions expressed at the meeting and produce an accurate summaryKeep track of attendance/absence at the meetingStore the minutes and all related materialsRequest the chair to temporarily halt the meeting if the comments are flowing too quicklyAuthenticate all the records and documents associated with the meeting by having the chair add his/her signatureBe familiar with the procedures used by the group

A Minute Taker Must Be:Highly OrganizedBe a Good ListenerBe Focused

Check List for Scheduling Meeting

Discuss possible agenda items with Meeting ChairDraft a tentative agendaReserve meeting locationSend meeting notice and tentative agendaAssemble and take to meeting all necessary materials

Prior to Meeting

Send reminder day beforeMake copies of meeting materialsOne hour prior to meeting set room up (lights, heat, air, recorder, laptop, etc.)Prepare template for meeting minutes

Listening Skills

Active listening is a skill used to GET information before you GIVE your own ideas.

In work situations active listening is critical. Most of us focus on our responsibilities and actions as speakers (senders), and forget our responsibilities as listeners (receivers). We often think of listening as a passive activity. Its hard work and active listening is the skill that keeps communication moving forward.

What Are Active Listening Responses? Paraphrase Reflect Probe Clarify Summarize

Remember: Watch the non-verbal communication!

Formats for Taking MinutesTape RecorderPros: Provides comfort zoneEasy to play back if uncertain about topics

Cons:Voices hard to recognizeMinutes too detailedTapes must be archived with hard copy minutes

Hand Written Pros:Hi-light key wordsUse colored inks (for follow-up items)

Cons:Tend to write whole sentences, not use key wordsLose track of conversation

Formats for Taking Minutes(continued)

Laptop

Pros:Current technologyFaster use of timeAbbreviate better

Cons:Clicking noise distractingKey pads are hard to type onNot ergonomically correct

15Items to be Recorded

Motions and resolutions verbatimObjective summary of what is being discussedRecord a comment only onceNever inject your own personal opinionsNever give one persons comments more weight than anothersBe consistent with reference to the attendees ( Ms. Jane Doe verses Jane Doe)

Helpful Writing Shortcuts

The Agenda

Preparing the agenda is not part of the Minute-taking process but many recorders help the chair to write and circulate them. The purpose of the agenda is to familiarize all the participants with the topics that will be discussed at the meeting.

There is no correct way to set up an agenda. There are many ways an agenda can be formatted.The agenda for an informal meeting may be done as a simple numbered list of topicsThe agenda for a formal meeting will typically call for a more structured list of topics

The Layout of the AgendaThe heading of the agenda should be consistent with the heading on the minutesThe word Agenda can be at the top or bottom of the pageThe agenda should be sent out before hand to allow the participants time to reflect on themeeting topics and to do research if neededAgendas should be sent out at least 3-days before the meeting (a week is preferable)

Organizing the MinutesFormal MinutesHeading The heading should be 1 inch from the top of the page. Each heading line should be centered and be typed in either capitals or in upper/lower case letters. Use the same style for all of an organizations Minutes and Agendas. The location, time and date may be placed in the heading as well. In a formal meeting the Minutes should state if the meeting is a special or a regular meeting.AttendanceYou must include the names of people attending the meeting and the people who are absent. The attendance record is necessary to show a quorum.. Guests must also be listed. Meeting chair must also be listed.Minutes of previous meetingMinutes of the previous meeting should be approved at the beginning of the meeting (this is mostly done in formal meetings). The recorder stands to read the Minutes in a formal meeting. If minutes are corrected the changes occur in the margin near the correction or amendment. ReportsThis refers to the reports received from any of the groups members. Committee reports should be submitted in writing and dated. Copies of the report should be received in advance and attached to the agenda for members to review.

Organizing the Minutes(continued)

5) Finances Finances are usually discussed under the treasurers report. 6) Correspondence Letters sent to the group are usually read by the recorder and then either filed or attached to the appendix of the Minutes.7) Unfinished business This involves motions or issues raised at an earlier meeting and carried forward to the current meeting. Old business is always listed on the agenda.8) New business This portion of the meeting is devoted solely to the introduction of new information. It may also include assigning tasks to members of the group and setting deadlines.9) Adjournment The meeting is closed due to no further business or discussion. This is recorded in the minutes.10) Signatures In the past, the phrase respectfully submitted was considered appropriate, now it is considered old fashioned, but still used by most organizations.

After the Meeting

Draft the minutes as soon after the meeting as possibleIf time does not allow this, reread your notes to ensure they are detailed, so you caninterpret laterMinutes need to be completed in a timely manner

Minute Summary Small Informal MeetingsFull minutes are not always required Minute summaries are more useful for staff meetings where a multitude of topics are discussedThe summary simply records the meeting in an abbreviated format

Retaining MinutesMinutes should be maintained in hard copy form with signatures (minutes should be kept for 5 years)If you record your minutes, the tapes should be kept and dated If you use a laptop to record your minutes make sure you always have a back up diskIf there are any questions or concerns about the minutes, the recorded and chair are the responsible parties

After the Meeting(continued)

5) After drafting the minutes, they should be distributed to the meeting attendees for review before finalizing and distribution6) All finalized minutes should contain the signature of the recorder and meeting chairConnecting WordsStage of ArgumentDegree of CertainlyConsequence or ResultInitiallyCertainlyAs a ruleAt the onsetSurelyThereforeUp to the present timeIndeedAs a resultSo farPerhapsHenceCurrentlyAnywayOtherwiseIn sumBasicallyApparentlyLastlyIn any caseFortunatelyFinallyNaturallySo far this reasonAfter allOf courseConsequentlyIn ConclusionProbablyAccordinglyFirstDoubtlesslySecondlyTo a degree

ExampleSummaryIndeedTo summarizeIn factIn briefIn other wordsIn shortThat isOn the wholeTo illustrateIn essenceFor exampleThusFor instanceBriefly

Connecting Words(continued)Relationship of TimeConcession DefiningForemostAfter all ThisLatelyAlthough this may be true ThoseBeyondEven though ThatLaterI admit TheseMeanwhilenaturallyAs soon asgranted Contrasting PointAt last AnywayAs long asSimilar Point Despite thisUntilMoreover StillAt firstSimilarly WhilePresentlyIn addition ThenNext HoweverIn Connection WithAlso But Relating toBesides After allAffectingOnce moreRegardingGenerallyPertaining toAgainNotingLikewiseApplying toAnd

Hope These Minute Taking Tips Have Brought A Smile to Your Face

Have a Great day!!!!!!!!IAAP Spartanburg Chapter Meeting MinutesJ