Mastering Minute-Taking in Technical Writing: Essential Skills and Strategies
BA III ENGLISH
(Technical Writing)
SEC 301
The minute taker’s role
Listening
Capturing what’s said
Writing up and structuring minutes
WHAT WE’LL
COVER THIS
EVENING…
THE WEIRD LANGUAGE OF
MEETINGS
the minute-taker’s task
Organising the meetings
Inviting participants
Setting the agenda
MEETING
PREPARATION
SETTING THE
AGENDA
Producing the agenda (with the Chair)
It sets clear objectives
It provides pre-meeting information
It includes all relevant items
It shows the structure and timing of the
meeting
It shows who is required
Stay focused on the speaker
Don’t tune out dry-sounding information
Try not to evaluate as you are listening
Show you are ‘actively’ listening
Ask clarifying questions
Don’t interrupt
Brain Vs Ears
THE IMPORTANCE
OF LISTENING
Draw up a table plan
Print off an agenda for
you to write notes against
with big spaces
Record the action to be
taken clearly and the date
when it’s to be done by
TIPS FOR TAKING
NOTES
Take notes during the meeting, write minutes up
afterwards
Do it soon!
WRITING UP
MINUTES
1.
Background
2.
Discussion
3.
Decision
4.
Action
Whilst being: authentic, complete, concise, free from ambiguity, in the past tense
WHAT YOU’RE
AIMING FOR
Beginning
Middle
End
THE STRUCTURE
OF MINUTES
Heading
Attendance
Present
In attendance (i.e. not a member of the committee)
Apologies
Absent
Item 1: Previous Minutes
Item 2: Matters arising from the previous minutes
BEGINNING
Item 3. Business
Go through in order of the agenda (keep the same
numbering)
Make a record of what was said
E.g. a brief outline of the discussion and actions agreed or…
Just a record of the actions [in bold, with initials of who is responsible]
MIDDLE
4. AOCB
5. Date of next meeting
Chairperson’s name and date
END
How you minute conversations can subtly change how the reader interprets
the minutes:
Use
“They”
Past Tense:
“…said, stated, argued, contested, emphasised, reinforced,
stressed, urged, declared, mentioned”
THE POWER OF
WORDS
Distribute quickly: 80:20 rule
File them safely somewhere – paper and electronic?
ONCE MINUTES
COMPLETED
THANK YOU!
Enhance your minute-taking skills with this detailed guide covering the role of a minute-taker, preparing for meetings, setting agendas, the importance of active listening, tips for effective note-taking, structuring minutes, and the overall goals of minute-writing. Learn how to be concise, accurate, and objective to produce impactful meeting records.
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Presentation Transcript
MINUTE-TAKING BA III ENGLISH (Technical Writing) SEC 301
WHAT WELL COVER THIS EVENING The minute taker s role Listening Capturing what s said Writing up and structuring minutes
THE WEIRD LANGUAGE OF MEETINGS Formal Informal Everyday
the minute the minute- -taker s task taker s task Before Meeting During Meeting After Meeting Preparation Writing down actions and conclusions Distributing the minutes
MEETING PREPARATION Organising the meetings Inviting participants Setting the agenda
SETTING THE AGENDA Producing the agenda (with the Chair) It sets clear objectives It provides pre-meeting information It includes all relevant items It shows the structure and timing of the meeting It shows who is required
THE IMPORTANCE OF LISTENING Stay focused on the speaker Don t tune out dry-sounding information Try not to evaluate as you are listening Show you are actively listening Ask clarifying questions Don t interrupt Brain Vs Ears
TIPS FOR TAKING NOTES Draw up a table plan Print off an agenda for you to write notes against with big spaces Record the action to be taken clearly and the date when it s to be done by
WRITING UP MINUTES Take notes during the meeting, write minutes up afterwards Do it soon!
WHAT YOURE AIMING FOR 1. 2. Background Discussion Decision Action 3. 4. Whilst being: authentic, complete, concise, free from ambiguity, in the past tense
THE STRUCTURE OF MINUTES Beginning Middle End
BEGINNING Heading Attendance Present In attendance (i.e. not a member of the committee) Apologies Absent Item 1: Previous Minutes Item 2: Matters arising from the previous minutes
MIDDLE Item 3. Business Go through in order of the agenda (keep the same numbering) Make a record of what was said E.g. a brief outline of the discussion and actions agreed or Just a record of the actions [in bold, with initials of who is responsible]
END 4. AOCB 5. Date of next meeting Chairperson s name and date
THE POWER OF WORDS How you minute conversations can subtly change how the reader interprets the minutes: Use They Past Tense: said, stated, argued, contested, emphasised, reinforced, stressed, urged, declared, mentioned
ONCE MINUTES COMPLETED Distribute quickly: 80:20 rule File them safely somewhere paper and electronic?
THANK YOU! THANK YOU!
