all about meeting minutes
DESCRIPTION
While taking notes is an easy task, taking minutes requires a bit more structure as your "notes" become a record of whatever meeting or event you've written about. Whether it’s a public meeting or one that’s behind closed doors, you will understand the rules (Specific Rules for NH) that govern the minute-writing process. Additionally, you will learn tricks, tips and shortcuts that will ensure that you answer the who's, what's, where's and when's accurately and with ease. In addition to the traditional "pen and paper" method, sample Word templates and free minute-taking software will be discussed.TRANSCRIPT
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CCSNH SYMPOSIUM ‘13HOW TO TAKE MINUTES
Erica R. ButeauAssociate Professor of Technology
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Overview
Overview Introduction Meeting Minutes in 90 Seconds What’s Your Experience? Defining Minutes
What are “Minutes” Anyway? Purpose of Minutes
Capture Information Bring Form to Topics
Pitfalls of Minutes The Drawbacks Ineffective Minutes
Types of Minutes Summary/Topical Minutes Verbatim/Transcription Minutes Action/Purpose Driven Minutes
Special Rules Non-Public Meeting Minutes
NH Nonpublic Session Rules Tools Taking Minutes
How to Take Minutes Basic Requirements Templates Shorthand Minute-taking Software Mind Mapping
Tips Conclusion Follow Up Resources
Introduction
While taking notes is an easy task, taking minutes requires a bit more structure as your "notes" become a record of whatever meeting or event you've written about. Whether it’s a public meeting or one that’s behind closed doors, you will understand the rules that govern the minute-writing process. Additionally, you will learn tricks, tips and shortcuts that will ensure that you answer the who's, what's, where's and when's accurately and with ease. In addition to the traditional "pen and paper" method, sample Word templates and free minute-taking software will be discussed.
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Meeting Minutes in 90 Seconds
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What’s Your Experience?
What are minutes?What minutes are not!
Defining Minutes6
What are “Minutes” Anyway?
Minutes, also known as protocols or, informally, notes,
are the instant written record of a meeting or hearing. They typically describe the events of the meeting, starting with:
A list of attendees A statement of the issues being
considered Related responses or decisions for the
issues.
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What Meeting Minutes Do.Why you need to take minutes.
Purpose of Minutes8
Capture Information
Meeting Minutes Capture Information Facts
Who, What, Where, When, Why Risks, Problems, Business Rules
Commitments To-Do’s Expressions of Support
Positions General View of Attendees Endorsements Demurrals
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Bring Form to Topics
Meeting Minutes Bring Form to Topics Establish the Truth
No Hearsay issues Enhance Memory
No Forgetfulness Lots of Info to Remember
Avoid Deniers I Remember this Differently No “He-said” Clouds
Inform Public/Stakeholders
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The drawbacks/impediments of minutes.
Things to watch out for. The problem with poorly done
minutes.
Pitfalls of Minutes11
The Drawbacks
Takes Time and Effort Requires Work After Meeting Stressing Over “Politics”
How to Word things “correctly” Difficult to Take Minutes AND Pay
Attention Minutes Can Be a Deterrent
People may be less likely to be open Potential Legal Risk Inhibits Creativity (Not Forward-Focused)
“It is best to find ways to overcome these pitfalls. Structured methods yield better long-term results than ad
hoc approaches.”
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Ineffective Minutes
Why Minutes are Sometimes Done Poorly
Political & Environmental Concerns Eliminating things from the record in fear of
repercussion Not Following the Rules
Minute Taker May not Know the Rules Minute Taker May not be Suited for the Job
Unintentional Undermining Minutes aren’t written Meaningfully Too Caught up in Format
Using the Wrong Type of Minutes We will talk about the types of minutes shortly
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• Action Minutes• Summary/Topical Minutes• Verbatim/Transcription Minutes
Types of Minutes14
Summary/Topical/Discussion Minutes
Summarize Meetings
Most Common Written in full
sentences Serve as a
Reminder Record for
Absentees Historical RecordAWARENESS
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Verbatim/Transcription Minutes
Written Word for word
Downfalls Very Long Info Gets Lost
Tip: If you must take notes verbatim, use an audio recorder during the meeting and transcribe later. PRECISION
Verbatim copy of oral statements. Typically predefined, legally tested
format.
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Action/Purpose Driven Minutes Issue Focused
Substance of Meeting
Structured Presentation
Formatted by Author Decisions Reached Actions to be Taken Do Not Include the
Discussion RE: DecisionMEANING
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NH Rules for Meetings Behind Closed Doors
Special Rules18
Non-Public Meeting Minutes
Written in the same format as public meetings.
Main difference is the Public RELEASE of the information.
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NH Nonpublic Session Rules
NH RSA 91-A:3 Nonpublic Sessions Section III: III. Minutes of meetings in nonpublic session shall be kept and the
record of all actions shall be promptly made available for public inspection, except as provided in this section. Minutes and decisions reached in nonpublic session shall be publicly disclosed within 72 hours of the meeting, unless, by recorded vote of 2/3 of the members present, it is determined that divulgence of the information likely would affect adversely the reputation of any person other than a member of the public body itself, or render the proposed action ineffective, or pertain to terrorism, more specifically, to matters relating to the preparation for and the carrying out of all emergency functions, developed by local or state safety officials that are directly intended to thwart a deliberate act that is intended to result in widespread or severe damage to property or widespread injury or loss of life. This shall include training to carry out such functions. In the event of such circumstances, information may be withheld until, in the opinion of a majority of members, the aforesaid circumstances no longer apply.
Pen and PaperLaptop/Tablet• Word Processing Program• Minute Taking SoftwareDigital/Tape Recorder• Audio Record for Later Transcription
Tools21
How to Take MinutesBasic RequirementsTemplatesShorthandMinute-taking Software
Taking Minutes22
How To Take Minutes
Be Prepared Use a specific
notebook designated just for minutes
Contact Sheet Circulate a sheet of
paper formatted with headings for names and contact information to document attendance.
See Basic Requirements
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Basic Requirements/Tasks
1. Contact Information2. Time Meeting Begins3. Read Agenda
1. Note Agenda Was Read
4. Read Draft Minutes5. Note Other Reports
1. Treasurer/Sub-Committee2. Ask for Copies of Reports
6. Record Any Old Business7. Record New Business8. Note Motions
1. Who Makes Them2. Who Second Them3. Pass or Fail
9. Time Meeting Adjourns10. Note Relevant Info
1. Points of Order2. Points of Information3. Amendments Made
11. Leave out unimportant details.
12. Verify Info1. Regrets2. Attendance3. All Reports4. Meeting Location
13. Type up the Minutes14. Distribute the Draft
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Template (Short Form)
[Organization/Committee Name]Meeting MinutesDate/TimePresent: [Attendee Names]
Next meeting:[Date, Time, Location]
I. Announcements[List all announcements made at the meeting. For example, new members, change of event, etc.]II. Discussion[Summarize the discussion for each existing issue, state the outcome, and assign any action item.]III. Roundtable[Summarize the status of each area/department.]
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Long Form-Heading Section
[Meeting Title]
[Date] [Meeting Time][Meeting Location]
Meeting called by
Type of meeting
Facilitator
Note taker
Timekeeper
Attendees
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Long Form-Agenda Section
[Agenda Topic][Time allotted] [Presenter]Discussion
Conclusions
Action ItemsPerson
ResponsibleDeadlin
e
*Repeat This Section For Each Agenda Topic
Shorthand
Shorthand is an abbreviated symbolic writing method that increases speed and brevity of writing as compared to a normal method of writing a language.
One of the most widely used forms of shorthand is the Pitman shorthand method. Sometimes known as phonography.
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Software
Microsoft Word (Pre-installed Templates) Microsoft OneNote
Software (Most are Web-based) Minutes.io, Meetin.gs, After The Meeting, LessMeeting,
Google Docs, Ketchup, Yet Another Meeting, Meeting Booster, IQM2, WebEx, Meeting Sense, Zippy Meetings, Blue Sky Meeting, Meeting Minutes Software, Gminutes, Procore, Minute-Manager
Applications Meeting Minutes App (iPad) Meeting Minutes Pro (Android)
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Software Spotlight-Minutes.io Fast Typing: Minutes.io has been designed to let you take
notes during your meetings, not after. Keyboard navigation, smart data entry, tablet friendly.
Local Storage: Internet connectivity is not always there in customers’ meeting room or on the go. Not a problem! Your meetings are saved in your browser, waiting to be sent when you’re online again.
Instant Publish: In addition to emailing the minutes on your behalf, minutes.io publishes them using secret URLs, making it easy to access them from anywhere.
Custom Summaries: Receive a personalized email with your to-do's easily grouped for you.
Integrate in your environment: Finish your meeting by pushing your to-dos and notes to your own project-management-tool.
White Label: Corporate use? Apply your own logos and manage your users with our Business edition.
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Mind Mapping
Typical Meetings are NOT linear in nature. Print off Template (Use Word Smart Art) and handwrite Use Mind Mapping Software Use Color Coding to increase Visual Comprehension
Sit as close as possible to the chair of the meeting.
Write things as they happen.
Note concerns AND accomplishments discussed.
You can still participate in the debates.
Type up your minutes immediately after the meeting ends.
Keep the minutes filed in a
safe place. Consider learning
shorthand or using a laptop.
Ask people to write down their motions.
Make sure you have the correct name spellings, contact email addresses, and telephone numbers.
Don't be afraid to interrupt and ask for clarification at any time.
Tips32
Taking minutes is important because what you write down will become the only real record of the meeting.
Use the methods that work best for YOU.
Conclusion33
This presentation is available for unlimited review
http://ericabuteau.com/takingminutes
Follow Up34
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Resources
http://wiki.answers.com/Q/What_are_the_three_main_styles_of_writing_minutes
http://en.wikipedia.org/wiki/Minutes http://www.wikihow.com/Take-Minutes http://nhrsa.org/law/91-a-3-nonpublic-ses
sions/
http://grammar.about.com/od/mo/g/Minutes.htm
http://youtube.googleapis.com/v/IRsbRBu30T0
http://www.youtube.com/watch?v=9Y88Zw7eWZc