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Minute Taking Presented by Janette Dempsey Certificate IV Business Administration.

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Presentation on theme: "Minute Taking Presented by Janette Dempsey Certificate IV Business Administration."— Presentation transcript:

1 Minute Taking Presented by Janette Dempsey Certificate IV Business Administration

2 Content Purpose Preparation Listening skills Note taking skills Using technology Verbatim What to record Terminology Transcribing Finalising Distributing 2Janette Dempsey – 30 July 2010

3 Why Take Minutes of Meetings? 3Janette Dempsey – 30 July 2010

4 Why take minutes of meeting ? Keep the organisation moving towards its objectives Provide a legal and historical record of Proceedings Recommendations of the committee Decisions Actions to be carried out 4Janette Dempsey – 30 July 2010

5 Preparation Read the previous minutes Meet with the Chair to prepare and discuss Agenda Read any briefing or business papers Talk with Chair or other experts Find out about people you dont know 5Janette Dempsey – 30 July 2010

6 Be organised Check the room booking Let reception know who to expect Check equipment and supplies Have copies of agenda and previous minutes Have name badges for everyone Prepare an attendance sheet Consider using a preparation checklist 6Janette Dempsey – 30 July 2010

7 At the meeting: Sit beside the Chairperson Hand out name badges and attendance list Make sure you are comfortable Concentrate Dont be involved in discussion or decision making 7Janette Dempsey – 30 July 2010

8 Humanology –v-Technology Shorthand (records what is said verbatim) Note taking (uses abbreviations and symbols) Tape recording (make electronic recording which can be replayed later) Laptop (notes are electronically recorded and can be quickly expanded and formalised) Use a template to transcribe your notes into. 8Janette Dempsey – 30 July 2010

9 Types of Minutes Formal – verbatim (word for word – reports the detail) Summary – more casual (reports the important points) Action – brief (focuses on the actions to be taken and by whom) 9Janette Dempsey – 30 July 2010

10 Terminology Quiz ????????? 10Janette Dempsey – 30 July 2010

11 Terminology Quorum AGM Point of order Proxy Motion Mover Seconder Verbatim Adjourn Unanimous Scrutineer Abstention Hearsay AOB 11Janette Dempsey – 30 July 2010

12 What to include in Minutes Type of meeting Place, time and date of meeting Chairperson and attendees Apologies Approval of previous minutes (noting any changes) …….. 12Janette Dempsey – 30 July 2010

13 What to include Reports, briefing or business papers and other agenda items Motions arising from business Outcome or resolution of votes and/or proposals Any action required and who is responsible Time and date of next meeting 13Janette Dempsey – 30 July 2010

14 Note Taking Skills Memory retention Listening skills Clarifying skills Written communication skills Proofreading skills 14Janette Dempsey – 30 July 2010

15 Listening Skills - How good are yours? 15Janette Dempsey – 30 July 2010

16 When taking notes : Sit comfortably – good back support Have a good pen or pencil Lap top/equipment ready to go Pre write agenda points with space for notes Use bullet points down the page not sentences across the page Record the message not the words Be concise 16Janette Dempsey – 30 July 2010

17 Symbols & Abbreviations Symbols replace whole words or phrases Abbreviations shorten a word or phrase Industry specific abbreviations SMS abbreviations Omit vowels Abbreviate prefixes and suffixes Short forms 17Janette Dempsey – 30 July 2010

18 Transcribing As soon as possible after meeting Focus on outcomes rather than what was said to reach them Transcribe motions, movers and seconders exactly (verbatim) Include any action required before next meeting and who is responsible Write in Third person Use Title and Department rather than Individual Names 18Janette Dempsey – 30 July 2010

19 Plain English Avoid vague terms Avoid general words Be specific about documents or papers Use short sentences Dont pad out sentences Use active statements Avoid jargon Write in the positive 19Janette Dempsey – 30 July 2010

20 Wordy Sentences All the furniture in this office is old; its scruffy and much of it is falling apart. We should do something about replacing it. It looks dreadful and one day theres going to be an accident. 20Janette Dempsey – 30 July 2010

21 The office furniture needs replacing. 21Janette Dempsey – 30 July 2010

22 The phones must be answered by a human between 9.00 and 5.30; voic is only acceptable outside working hours. People dont like leaving a message and it gives the impression that were keeping them at arms length. 22Janette Dempsey – 30 July 2010

23 Voic outside normal office hours only 23Janette Dempsey – 30 July 2010

24 The goldfish have been a great success; many people commented that they were relaxing. It seemed to stop small children running around – they were more interested in watching the fish. 24Janette Dempsey – 30 July 2010

25 Goldfish – a good thing. 25Janette Dempsey – 30 July 2010

26 The clinic has seen a 30 per cent increase in patient throughput. Its not surprising that the car park gets full. Sometimes theres a queue back out on to the road. Theres going to be an accident one day. 26Janette Dempsey – 30 July 2010

27 The car park isnt big enough. 27Janette Dempsey – 30 July 2010

28 King Arthur had a point! The shape of the table is vital to the success of the meeting – I think we should consider a round table or at least a broad oval. These long boardroom tables make sensible discussion impossible. I cant hear Ken and theyre chattering at the back. 28Janette Dempsey – 30 July 2010

29 Change the shape of table to round/broad oval. 29Janette Dempsey – 30 July 2010

30 Everyone in the team wants the new system; well, a couple of the administrators arent too keen but theyll come around. Oh, and Tim is anti – but he always is. Everyone else is keen. 30Janette Dempsey – 30 July 2010

31 Views are mixed about new system 31Janette Dempsey – 30 July 2010

32 The Action Triangle What? Who? When? Precisely what is going to be done Who will take responsibility? When the action should be completed. 32Janette Dempsey – 30 July 2010

33 Outstanding Action Schedule Completed at same time as minutes Follow up prior to next meeting Distribute with minutes 33Janette Dempsey – 30 July 2010

34 Other outcomes No further action required Closed No decision taken No consensus reached Deferred to next meeting Referred to …….. for further advice 34Janette Dempsey – 30 July 2010

35 Distribution To Chairperson within 5 working days for approval. To Committee members within 5 working days of previous meeting for fortnightly meetings or within a fortnight of previous meeting for monthly meetings. 35Janette Dempsey – 30 July 2010

36 Approved delivery methods: Hand delivery External post Internal mail Facsimile TRIM file notification 36Janette Dempsey – 30 July 2010

37 Record Keeping Minutes and Agendas placed on intranet and internet Secretariats responsible for maintaining agendas and minutes Minutes and Agenda kept for seven (7) years 37Janette Dempsey – 30 July 2010

38 Review What did I learn today that I can use to help me in my job? What will I do to improve my minute taking skills? 38Janette Dempsey – 30 July 2010

39 Thank You and Happy Minute Taking 39Janette Dempsey – 30 July 2010

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