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Effective Formats for Minutes Taking: A Comprehensive Guide for Executive Officers

This lesson on minutes-taking is designed specifically for executive officers, focusing on essential formats and styles. Participants will explore various types of minutes, including formal, action-based, and discussion-based formats. Key components such as obligatory and optional elements, layout, and typography will be covered. The lesson includes presentations, critiques, and practical exercises to ensure understanding and effective application. Enhance your skills in documenting meetings accurately and professionally, equipping you for success in workplace communications.

henry-levine
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Effective Formats for Minutes Taking: A Comprehensive Guide for Executive Officers

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  1. Workplace English for Executive Officers (Minutes-taking) Lesson 2: Formats of Minutes By Leo Yu (Office: OEE1014; Phone: 3411-5803; email: leoyu@hkbu.edu.hk) 14-17 May 2002

  2. Workplace English for Executive Officers (Minutes-taking) Outline • Presentation of Group 1 • Critique by Group 2 • Types of Minutes • Obligatory vs. Optional Components • Layout/Typography

  3. Workplace English for Executive Officers (Minutes-taking) Types of Minutes • Formal • Minutes of … • Action-minutes (resolution-based) • Record-minutes (discussion-based) • Informal • Record of Meeting of… • Notes of Meeting of …

  4. Workplace English for Executive Officers (Minutes-taking) Basic Information (1) • Name of the Committee/Department • [B] – missing (PERS/GAO?) • Title (Type & Nature of the meeting) • [C] – ‘Notes of Meeting for University Bookshop’ • Sequential (e.g. 1st/2nd; 2001, 2002) • Once-off/Irregular (esp. Record of Meeting) • Date/Time/Venue • Linear [C] • Point [A]

  5. Workplace English for Executive Officers (Minutes-taking) Basic Information (2) • Roll Call • Present: • Name • with/without title/rank • Affiliation • Absent: • Apologies • Apologies for absence • Absent with apologies

  6. Workplace English for Executive Officers (Minutes-taking) Basic Information (3) • Chairman (Chairperson/Chair) • Secretary • Recording Secretary (Member & RS) [B,C,D,F] • Recording Secretary (In attendance) [A] • In attendance

  7. Workplace English for Executive Officers (Minutes-taking) Obligatory Components • Confirmation of Last Minutes • Matters Arising (from Last Minutes) • Main Items • A.O.B. • Adjournment

  8. Workplace English for Executive Officers (Minutes-taking) Confirmation of Last Minutes • Omitted (if for the 1st meeting/Informal meeting) [A,B,C] • Proposed by… and seconded by… @ How to deal with the mistakes? …subject to the following amendments:

  9. Workplace English for Executive Officers (Minutes-taking) Matters Arising • Matters Arising • Matters Arising from the Last Minutes • Reference (Item xxx) [E]

  10. Workplace English for Executive Officers (Minutes-taking) Main (Discussion) Items • Follow the sequence of the agenda • Categories • Reports • Discussion

  11. Workplace English for Executive Officers (Minutes-taking) A.O.B. • A.O.B. / Any Other Business • If no AOB, this part can be omitted

  12. Workplace English for Executive Officers (Minutes-taking) Adjournment • There being no other business to discuss, the meeting was adjourned at (time).

  13. Workplace English for Executive Officers (Minutes-taking) Optional Components • Date and Time of Next Meeting • Signature by the Chairman

  14. Workplace English for Executive Officers (Minutes-taking) Typography (1) • Columnar for Action-minutes • the use of table: 2 columns • Numbering • 1 -> 1.1 -> 1.1.1 • For headings as well [#B] • For each point [#A] • Bullets • ‘-’ [A]

  15. Workplace English for Executive Officers (Minutes-taking) Typography (2) • Indentation • A,D • [#C,E,F) • Margins • Date/filename/revision • (LCDept): 1st departmental meeting 2001-2) • 22 September 2001 (FINAL) • Drafting parties

  16. Workplace English for Executive Officers (Minutes-taking) Typography (3) • Filing reference • Place it in the header • Page no.

  17. Workplace English for Executive Officers (Minutes-taking) Homework • Download the Word file of Ex. 1 from the course room • Correct the minutes • Submit a hardcopy to me next week in class

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