1. Minutes Writing
Briefing Session

2. Meaning of ‘Minutes’ of meetings
‘the written record of what was said at a meeting’ [

3. Meaning of ‘Minutes’ of meetings
Minutes ‘creates a record of what has been agreed, and by whom, and of what is to be done, by when and by whom’.
Feedback Statement: The practice of minuting meetings (September 2016) issued by The Institute of Chartered Secretaries and Administrators (ICSA), United Kingdom

4. Difficult to take notes: why?
2 skills required – listening and writing
No agenda
Poor seating
Poor chairing
2 or more conversations at the same time
Distractions (people moving around; going in/out of meeting room)
Use of jargons and abbreviations

5. Difficult to take notes: why?
Lack of preparation
Too much/too little writing
Illegible notes
Lack of understanding of subject matter
Not knowing people’s names
Not understanding the type of minutes to produce
Not interested/too interested in the subject matter

6. Difficult to transcribe notes: why?
Finding the time to write up notes
Problem in reading your notes
Deciding what to include/omit
Rambling order
Level of details required

7. Difficult to transcribe notes: why?
Level of accuracy
Who said what
Tenses / tone
Use of plain English
Consistency

8. What is the most suitable type of minutes to use?
4 Types of Minutes
Verbatim Narrative Resolution Action
What is the most suitable type of minutes to use?

9. Tools, techniques and tips
Use lightweight ballpoint pens Supply of sharpened pencils / mechanical pencil Use good quality paper / A5 hardcover, spiral bound Be prepared for the meeting Be familiar with the topics to be discussed

10. Tools, techniques and tips
Concentrate during meeting Do not be distracted e.g. handphone Listen to sense Be selective in what you write in your notes If miss the point, check with Chair

11. Tools, techniques and tips
Number key items Each idea or point on a new line Underline for emphasis Emphasis on key points and actions Avoid emotions Treat as priority after meeting

12. The chair called the meeting to order at 12.02pm. VISIT
Sample format
NAME OF CLUB Minutes of meeting held on Friday 02 November 2018 in Elite Room at noon Present: Name – Chair Names (list all members attending) Absent : Names (list those who are absent with/without apology) No
Particulars
Action 1 2
The chair called the meeting to order at 12.02pm.
VISIT
It was suggested the club organize a visit to an old folks home.
After a short discussion, it was agreed that the visit be organized.
Maggie was appointed the organizing chair.
Maggie

13. The meeting closed at 1.00pm. No
Particulars
Action
The meeting closed at 1.00pm.   
Minutes recorded by Confirmed by
_____________________ __________________
Name Name
Secretary Chair