CCSNH SYMPOSIUM ‘13 HOW TO TAKE MINUTES Erica R. Buteau Associate Professor of Technology 1

Overview 2  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. 3

Meeting Minutes in 90 Seconds 4

What’s Your Experience? 5

What are minutes? What minutes are not! Defining Minutes 6

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. 7

What Meeting Minutes Do. Why you need to take minutes. Purpose of Minutes 8

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 9

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 10

The drawbacks/impediments of minutes. Things to watch out for. The problem with poorly done minutes. Pitfalls of Minutes 11

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.” 12

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 13

Action Minutes Summary/Topical Minutes Verbatim/Transcription Minutes Types of Minutes 14

Summary/Topical/Discussion Minutes  Summarize Meetings  Most Common  Written in full sentences  Serve as a Reminder  Record for Absentees  Historical Record 15

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. Verbatim copy of oral statements. Typically predefined, legally tested format. 16

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: Decision 17

NH Rules for Meetings Behind Closed Doors Special Rules 18

Non-Public Meeting Minutes  Written in the same format as public meetings.  Main difference is the Public RELEASE of the information. 19

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. 20

Pen and Paper Laptop/Tablet Word Processing Program Minute Taking Software Digital/Tape Recorder Audio Record for Later Transcription Tools 21

How to Take Minutes Basic Requirements Templates Shorthand Minute-taking Software Taking Minutes 22

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 23

Basic Requirements/Tasks 1. Contact Information 2. Time Meeting Begins 3. Read Agenda 1. Note Agenda Was Read 4. Read Draft Minutes 5. Note Other Reports 1. Treasurer/Sub-Committee 2. Ask for Copies of Reports 6. Record Any Old Business 7. Record New Business 8. Note Motions 1. Who Makes Them 2. Who Second Them 3. Pass or Fail 9. Time Meeting Adjourns 10. Note Relevant Info 1. Points of Order 2. Points of Information 3. Amendments Made 11. Leave out unimportant details. 12. Verify Info 1. Regrets 2. Attendance 3. All Reports 4. Meeting Location 13. Type up the Minutes 14. Distribute the Draft 24

Template (Short Form) [Organization/Committee Name] Meeting Minutes Date/Time Present:[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.] 25

Long Form-Heading Section [Meeting Title] [Date][Meeting Time][Meeting Location] Meeting called by Type of meeting Facilitator Note taker Timekeeper Attendees 26

Long Form-Agenda Section [Agenda Topic] [Time allotted][Presenter] Discussion Conclusions Action ItemsPerson ResponsibleDeadline *Repeat This Section For Each Agenda Topic 27

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. 28

Software  Microsoft  Word (Pre-installed Templates)  Microsoft OneNote 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 Minutes.ioMeetin.gsAfter The Meeting  Applications  Meeting Minutes App (iPad)  Meeting Minutes Pro (Android) 29

Software Spotlight-Minutes.io 30  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 ing 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 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.

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 31

 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 addresses, and telephone numbers.  Don't be afraid to interrupt and ask for clarification at any time. Tips 32

 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. Conclusion 33

 This presentation is available for unlimited review:   Follow Up 34

Resources  ain_styles_of_writing_minutes ain_styles_of_writing_minutes      