Minute Taking

[laurarenerry]

Hi All,

My manager has just told me that I will be taking minutes at a meeting later in the week. I've never taken minutes before and the attendees at this meeting are all level 1s or GMD of this company (as high as they can be)........

Can anyone give me an insight into what to expect and what to do. Any links would be great.

Thanks,

[catsmeat]

Find out the level of minuting required.  In-depth (maybe even verbatim) or just bullet points?

Can you get hold of previous minutes, or some documentation relating to the subject matter?  That way, you can get an idea of what's coming up; if you intend to use shorthand, you can practice outlines for some of the more unusual words.

Also, could you get a bit of time with your boss (or someone else attending the meeting) to run through some of the issues that will arise?

[Jackie G]

I agree with trying to get hold of previous minutes - not only does this give you an idea of the level of minutes required, but will also give you an idea of who does most of the talking at these meetings!  Although previous minutes may be long, it doesn't matter if your version is more succinct - the main point is to get the main points of the meeting down on paper and accurately.  Presumably there will be a chance to let the chairman of the meeting see a draft prior to circulation so there's an opportunity to pick up anything you missed or misunderstood.

The first time is always daunting, the second time is easier and after that it's a breeze.

Another tip - if you don't know everyone attending, write their names (or get them to do it) on a piece of paper in the order in which they're sitting at the table, and keep it in front of you while minuting.  That way you don't have to keep referring back to page 1 of your notes etc.  Sit next to the chairman so that you can ask things quietly, or (as you get to know the meetings) remind him/her of things relevant to the discussion.

I use a long/shorthand version of longhand for minute taking.  I once used shorthand and spent so long trying to read it back (I didn't get to it for a couple of days and the meeting had lasted 3 hours!!!) that I had real difficulty.  Also, if like me you are used to TAKING dictation, taking minutes is nothing like that and you would be better to use longhand or something you know you can read back easily, no matter when you get to them.

Jackie
www.iqps.org
Peer Moderator

[peana]

Definitely try and get some time with the chair before the meeting to discuss how they expect it to be minuted (as catsmeat says, it could vary from very detailed to simple action points), what the agenda will be (and if you're expected to collate it), any documentation that needs to be issued before the meeting, how quickly you're expected to issue the minutes, etc..  Ensure you sit next to the chair so that you are at the heart of the meeting, not pushed to the sidelines.  It'll also mean that if you miss something you can discretely ask for clarification e.g. you're busily taking notes and someone says 'okay you two will get back to me by...' and you've no idea who has just been addressed.  You don't want to interrupt the meeting any more than you need to, but in such circumstances it's generally appropriate.

You could practice before hand - ask to sit in on a few meetings with a couple colleagues who are taking minutes and then compare what you come up with.  Alternatively video a news item, take minutes of it, and then watch it back to see how you got on.  You probably won't need everything verbatim - try and listen to what are the key points and write them in your own words (it's hard, but it helps stop your mind wandering).  In my workplace, regardless of the length of the meeting, they like to try and get everything on one piece of paper.  Knowing this from the start certainly helps focus you on the main issues.

The first time is nerve wracking (especially at such senior level), but take preparation now and I'll sure you'll be fine.  You wouldn't have been asked to do it if they didn't think you could!

[bethalize]

Have to agree with Jackie, writing down the names in the order in which they sit is very important. I draw myself a diagram with their initials on before we start so that I can glance at it and know who is speaking.

The most important things to get down are (1) the wording of the motions and the voting results (for, against, abstentions) and (2) the action decided upon and who will do it.

Take an agenda in with you. I sometimes ask for clarification on a point, but it's really quite easy. I always run minutes past the chairman first to check for outrageous discrepancies.

Bethalize
Peer Moderator

[mnaeempk]

Reviewing the agenda before hand would be helpful and necessary. Also going through the reading material related to each agenda item would also make the things easier. We usually circulate working paper before meetings. This gives the background and details of each aganda item.  

mnaeempk
Naeem in Pakistan

[mathwhizchick]

In the past, I've used the agenda as a template, expanding the space between each item (double/triple space) to give me room to write and make notes.  It makes it much easier for me than generating from scratch.
As others have said, it gets easier after the first time, and you develop your own style of minute taking.
good luck!

[strijdom]

Excellent tips from everybody!

I know it's not very popular, but I always take a laptop into the meeting and take the minutes in Word. The laptop doesn't make much noise when one is typing and at least then you have done half the work of working out the minutes already. It takes some getting used to, but has saved me a lot of time.

[venim102]

Check your mail.  I sent you a sample of my agenda, meeting minutes, and a form I created for taking the minutes during the meeting.

venim102

[venim102]

Ok, it just came back "undeliverable".  Do you have another email address?

[laurarenerry]

Try Laura.Trenerry@team.telstra.com.

Thanks everyone for your comments, they've been great - especially since I received them when I was asleep in my nice warm bed!!!