Minute Taking Course

Minute Taking CourseMinute Taking Course

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
  • Pre-Meeting
  • 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
  • Pre-Meeting
  • 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.

CONFIDENTIAL MINUTES

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.