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Aspects of minute-taking as a profession W ho takes the minutes - where, why and how?. 1. What is to be understood by minute-taking?. Minute-taking comprises two activities: 1) to note down in a concise way the matters that are being dealt with and decided on during a meeting;

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Aspects of minute-taking as a profession W ho takes the minutes - where, why and how?

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Aspects of minute taking as a profession w ho takes the minutes where why and how l.jpg

Aspects of minute-taking as a professionWho takes the minutes -where, why and how?


1 what is to be understood by minute taking l.jpg

1. What is to be understoodby minute-taking?

Minute-taking comprises two activities:

1) to note down in a concise way the matters that are being dealt with and decided on during a meeting;

2) the editing of these notes to produce the minutes of the meeting.


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2. Reasons for professional minute-taking

  • The level of the meeting dictates the need for professional minute-taking:

    - a minute-taker with sufficient expertise

    - certainty about getting draft-minutes


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3. Who is taking the minutes on a professional basis?

  • Minute-taking:

    - from time to time, as part of the job

    - as one’s main occupation

  • while being:

    - an employee

    - a freelancer


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4. The difference between minute-taker and stenographer

  • Verbatim reporting by stenographers

    - a general applicable proficiency

  • Registration of managerial, administrative matters by a minute-taker

    - requires special knowledge


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5. Concise reporting

  • On behalf of committees aiming at:

    - taking stock of opinions

    - negotiation

    - trying to reach a common opinion

  • The importance of special knowledge and experience


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6. Where is it that professional minute-taking takes place?

  • meetings of a managerial, administrative, official character

  • deliberating, advisory bodies


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7. Why is minute-taking done?

  • to have decisions and agreements in writing

  • to monitor their execution


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8. How are the minutes taken?

  • ordinary handwriting (longhand)

  • notebook

  • pen shorthand

  • sound recording


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9. Standards for professional minutes

Professional minutes must be:

  • truthful

  • concise but basically complete

  • neutral, well-balanced and objective

  • ready in time before the next meeting

  • clearly structured

  • orthographically and grammatically faultless

  • readable


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10. Standards for professional minute-takers

  • an adequate educational background

  • adequate mastery of the spoken and written language

  • being able to take notes rapidly

  • being able to distinguish matters of first importance

  • knowledge of the sphere of action of the meeting

  • knowledge of the relevant meeting procedures

  • being able to make the draft-minutes within a fairly short time

  • trustworthy and ready to serve in the interest of the meeting

  • an objective attitude towards participants and their opinions


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