Class Reps: Minute-Taking 2018-2019 2018

Class Reps: Minute-Taking 2018-2019 2018

What we’ll cover this evening The minute taker’s role Listening Capturing what’s said Writing up and structuring minutes

The weird language of meetings Formal Informal Everyday

The Minute Taker’s role In small groups, identify the key tasks of an SSCC minute taker. What skills will you need to complete these task?

The Minute-Taker’s Responsibilities Taking down notes accurately Writing the notes with responsibility and ownership Distributing the minutes and filing them for future reference

The Minute-Taker’s Task Before Meeting Preparation During Meeting Writing down actions and conclusions After Meeting Distributing the minutes

Meeting Preparation Organising the meetings Inviting participants Setting the agenda

Setting the Agenda Producing the agenda (with the Chair) It sets clear objectives It provides pre-meeting information It includes all relevant items It shows the structure and timing of the meeting It shows who is required

Listening Skills

The importance of listening Stay focused on the speaker Don’t tune out dry-sounding information Try not to evaluate as you are listening Show you are ‘actively’ listening Ask clarifying questions Don’t interrupt Brain Vs Ears

Tips for taking notes Draw up a table plan Print off an agenda for you to write notes against with big spaces Record the action to be taken clearly and the date when it’s to be done by

Writing up minutes Take notes during the meeting, write minutes up afterwards Do it soon!

What you’re aiming for 1. Background 2. Discussion 3. Decision 4. Action Whilst being: authentic, complete, concise, free from ambiguity, in the past tense

The structure of minutes Beginning Middle End

Beginning Heading Attendance Present In attendance (i.e. not a member of the committee) Apologies Absent Item 1: Previous Minutes Item 2: Matters arising from the previous minutes

Middle Item 3. Business Go through in order of the agenda (keep the same numbering) Make a record of what was said E.g. a brief outline of the discussion and actions agreed or Just a record of the actions [in bold, with initials of who is responsible]

End 4. AOCB 5. Date of next meeting Chairperson’s name and date

The power of words How you minute conversations can subtly change how the reader interprets the minutes: Use “They” Past Tense: “ said, stated, argued, contested, emphasised, reinforced, stressed, urged, declared, mentioned”

Once minutes completed Distribute quickly: 80:20 rule File them safely somewhere – paper and electronic?

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