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Minute taking and production - with accuracy, speed and confidence
When attending meetings, participants have different roles to play. One of these roles is to record the meeting accurately and produce minutes. This one day course is designed to help the minute-taker/secretary to achieve this with accuracy, speed and confidence.
Objectives
At the end of the course participants will have:
- considered what preparation is needed before the meeting
- understood their role and that of the person chairing and other participants
- considered the purpose of minutes in their group or department
- sharpened their listening skills
- reviewed different methods of note-taking
- drafted minutes of a meeting
- decided best practice for themselves.
Method
Experiential, tutor lead, syndicate work and practice.
Outline
1 PREPARATION AND UNDERSTANDING RESPONSIBILITIES
- What to do and when
- Clarifying the Minute-Taker’s role
- Working in co-operation with the person chairing the meeting
- The Agenda, and its link with producing the minutes (A.O.B options)
2 THE USE OF MINUTES
- What the minutes are used for
- Level of importance
- Who needs them – distribution list
- Important factors in their writing
3 CONCENTRATION
- Hearing, listening and paying attention
- Overcoming barriers to listening
- Developing active listening skills
- Interrupting – the right to do so and how to do it
- What to do when you are also the contributor
4 METHODS OF NOTE-TAKING
- Range of minute formats
- Deciding on a suitable format
- Choosing the most suitable way to take notes
- Keys to accuracy and identifying main points
- Recording dissent
- Converting notes to the first draft
5 WRITING THE MINUTES
- Cover sheet – details of the ‘w’s
- Grammar – sense
- Reported speech – tenses, third person
- Variety in verbs
- Active and Passive Voice
- Spelling and punctuation checks (homophone reminders)
- Techniques for paraphrasing/summarising
- Bullet points
- Positive language
6 MAKING A POSITIVE CONTRIBUTION
- Getting commitment from others – persuasion
- Effecting action – prompts
- Making it easy to extract information
7 PRACTICAL MINUTE TAKING
- Taking minutes for a sample of typical meetings
(selecting from event organisation, performance statistics,
workloads/staff resources)
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