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Class Reps: Minute-Taking 2018-2019

Class Reps: Minute-Taking 2018-2019. 2018. What we’ll cover this evening…. The minute taker’s role Listening Capturing what’s said Writing up and structuring minutes. The weird language of meetings. The Minute Taker’s role.

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Class Reps: Minute-Taking 2018-2019

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  1. Class Reps: Minute-Taking 2018-2019 2018

  2. What we’ll cover this evening… • The minute taker’s role • Listening • Capturing what’s said • Writing up and structuring minutes

  3. The weird language of meetings

  4. The Minute Taker’s role • In small groups, identify the key tasks of an SSCC minute taker. • What skills will you need to complete these task?

  5. The Minute-Taker’s Responsibilities

  6. The Minute-Taker’s Task

  7. Meeting Preparation • Organising the meetings • Inviting participants • Setting the agenda

  8. 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

  9. Listening Skills

  10. 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

  11. 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

  12. Writing up minutes • Take notes during the meeting, write minutes up afterwards • Do it soon!

  13. What you’re aiming for • Background • Discussion • Decision • Action • Whilst being: authentic, complete, concise, free from ambiguity, in the past tense

  14. The structure of minutes • Beginning • Middle • End

  15. 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

  16. 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]

  17. End • 4. AOCB • 5. Date of next meeting • Chairperson’s name and date

  18. 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”

  19. Once minutes completed • Distribute quickly: 80:20 rule • File them safely somewhere – paper and electronic?

  20. Professional Skills Curriculum • Development programme open to all students • 11 graduate key skills graduate employers value •  Dip in and out, or complete 8 and a reflective essay to receive certificate https://www.facebook.com/ ProfessionalSkillsCurriculum

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