This minute taking course is for anyone new to minute taking or anyone wanting to develop their current minute taking skills. By the end of our course delegates will: understand the role and responsibilities of a minute-taker, be able to take effective and relevant meeting notes, Know how to write clear, accurate and concise minutes.
The course tutor will help delegates attending our course understand their own minute taking strengths and weaknesses. As a result of attending this course delegates will be capable of maximising their productivity in meetings. In fact, once people learn the correct minute taking skills, they will automatically use them again and again as they work so well.
All our trainers are professionally qualified with years of experience delivering tailored training for some of Irelands most respected organisations such as SME’S, large multinationals, Government Departments, Charities, County Councils and so on. Protrain courses are tailored to reflect the real world your staff work in so your input is critical to make certain we customise the course to your needs and make this minute taking course a true success.
Minute Taking Course Objectives
At the end of this course, participants will:
- Understand the role and responsibilities of a minute-taker
- Be able to take effective and relevant meeting notes
- Know how to write clear, accurate and concise minutes
Minute Taking Course Content
- Discussion on current best practice
- Identification of problems and difficulties encountered
- Sharing of Experiences
- ‘House Style’ of taking minutes
- Practical Exercise: Small-group discussion on suggestions & solutions, followed by plenary discussion
- The Role of the Chair
- During the Meeting
- After the Meeting
- The importance of Collaboration: Your relationship with the Chair
- Preparing and Setting the Agenda
- Practical Exercise: Preparation of an agenda
- Group discussion: Styles of Agenda
- The Role of the Minute-Taker
- During the Meeting
- After the Meeting
- Communication Skills for the Minute-Taker
- Clarity of Communication – Written & Spoken
- Listening Skills
- Barriers to Listening
- Tips for Being a Good Listener
- Meeting Planner Checklist
- Sample Template of Minutes of a meeting
- Note-Taking Techniques
- Key Tips for Minutes
- Minute Taking Techniques
Minute Taking Course Duration
1 day per training group
Minute Taking Tips
Before The Meeting
Together with the Chair, decide what kind of record needs to be created in view of the purpose and objectives of the meeting(s), any specific operational requirements related to the group or committee, any mandated recordkeeping requirements, any policy and/or legal requirements, etc.
Prepare templates for agendas and minutes that contain the items in “what to include” below, and that facilitate consistent formatting, sequencing and content. Use your agenda to formulate an outline for the minute’s template.
Prepare an agenda that lists the meeting time, date, location and items for consideration, and attach any materials needed for review by members.
Review all meeting materials before the meeting.
If you use a computer to take notes, make sure you have a backup method (e.g., paper and pen).
Prepare and bring an attendance sheet. Ask members to indicate their presence, as they arrive, by putting a check mark next to their name.
After the meeting
WHAT TO INCLUDE
Write the minutes as soon as possible after the meeting has taken place. Present the discussions neutrally, giving appropriate emphasis to arguments on all sides of the discussion.
Meeting date, time and location
Names of the committee or other group holding the meeting, the Chair and Secretary
List of those present, including guests in attendance, and any recorded regrets/absences
A record of formal motions and outcomes
WHAT NOT TO INCLUDE
Remember that with executive-style minutes, only actions are recorded in the formal record. In particular:
Avoid directly quoting individuals
Don’t include unsubstantiated or subjective information or opinions
While it is acceptable to identify individuals where they are acting in their business or professional capacity as an elected or appointed member or officer, such as presenting a report or other scheduled item, it is not recommended to identify individual participants together with their opinions. Use the passive voice to summarize the main points raised:
It was moved, seconded and carried that…
In the discussion about X the following points were raised…
Proponents of the resolution elaborated on the rationale and, in response to a question, gave assurances that…
Clearly identify each document presented and discussed. If required, consult with the Chair on any issues that require clarification.
If minutes are confidential (i.e., the meeting is closed), mark them as such and limit circulation only to members of the committee and any selected others who have authorization to view them as part of their duties and responsibilities.
Retention and disposition of minutes
Once approved, the minutes of the meeting should be stored together with the agenda and documents for the relevant meeting. Normally notes can be safely destroyed when the minutes have been approved and all necessary correspondence has been completed. Notes should not be retained unless there are legal or statutory requirements to do so.
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Some of our respected clients
|Arbour Care||Fingal County Council||Pfizer|
|Baxter Storey Ireland||Gaffer Trading Ltd||Roscommon County Council|
|Beltronics||Galway City Council||Ryanair PLC|
|Beyond Entertainment||Gill Manufacturing & Assembly||Savills|
|BNP Paribas||Glanbia PLC||Spectrum Logistics|
|Bord Bia||Grant Thornton||St Gerard’s Private School|
|Cahill May Roberts||H2 Compliance||The Commissioner of Irish Lights|
|Carlow County Council||Health Information and Quality Authority||The Houses of the Oireachtas|
|Cavan County Council||Hickeys Fabrics||The HSE|
|CBRE||IBRC||The Institute of Technology Blanchardstown|
|Celtic Aerospace||Independent Newspapers (Ireland) Limited||The Institute of Technology Tralee|
|Clare County Council||Irish Trucks||The Irish Stock Exchange|
|Clarion Hotels IFSC||KMK Metals||The Irish Aviation Authority|
|CombiLift||Laois County Council||The Lawrence Life Insurance|
|Commission for Communications Regulation||LC Seating||The Marine Institute|
|Cork City Council||Limerick City and County Council||The National College of Ireland|
|Cruinn Diagnostics||Loyaltybuild||The National Consumer Agency|
|Custom House Fund Services||Meath County Council||The National Rehabilitation Hospital|
|Dessian Products Ltd||Mercer Consulting||The Office of the Ombudsman|
|DKIT||Mercury Engineering||The Radiological Protection Institute|
|Donegal County Council||Micro Bio||The Training Learners Skillnet|
|Dublin City University||Monaghan County Council||The Financial Services Ombudsman|
|Dublin Institute of Technology||Mount Carmel Hospital||Trinity College Dublin|
|Emerald Truck and Van Ltd||Movianto Pharmaceuticals||Turfgrass Consultancy|
|ESB Networks||NVD Ltd||UCD|
|Eurolink M3||Paddy Power PLC||Waterford City and County Council|
|Ferrycarrig Hotel||Peamount Hospital||Waterford Institute of Technology|
|Festo Limited||Pearse Trust||Windowmate NI Ltd|
|Fideuram Asset Management||PFH Technology||3Q Recruitment|