Effective Minute Taking

EFFECTIVE MINUTE TAKING

TRAINER: Dan Ramjit – Logical Business Solutions

Date 1 September 2016
Time 08:30 – 12:30
Venue Chamber House, Royal Showgrounds
COST (includes vat)
Members R590 p/p, R560 p/p for 3/more, R510 p/p for 5/more
Non-members R690 p/p, R660 p/p for 3/more, R610 p/p for 5/more

OVERVIEW

Why are Minutes of a Meeting Important:
• To capture the essence of the meeting.

Prepare for the Meeting:
• Gather as much information as possible and align yourself with the appropriate tools.

Keep a Seating Chart:
• When you take minutes, you will at times need to refer to the attendee’s present.

Record Important Information During the meeting:
• Do not attempt to write the conversation verbatim.

Behaviours to develop listening skills:
• Be motivated – be willing to hear and understand.

Ask For Clarification:
• If you find that certain points of discussion are unclear, get clarification.
Additional Information:
• If an outside document is referred to, attach copies of the documentation.

Proof the Meeting:
• When the meeting is adjourned, add any notes that you feel are necessary.

The Minute Writing Process:
• Once the meeting is over, it is time to pull together notes and write the minutes.

Distribution of Meeting Minutes:
• As the official “minute taker” your role may include dissemination of the minutes.

Filing of Meeting Minutes:
• Once you have made your final revisions, the minutes will have to be stored for future reference.

WHO SHOULD ATTEND
HR personnel, secretaries and any employee who attends meetings and may be tasked in taking minutes.