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MINUTE TAKING. Lynn Jones Regulations, Assessment and Awards Manager. WHY DO WE NEED MINUTES?. To ensure an accurate record is kept of any decisions made To record the reasons for a decision To ensure that any actions required are noted
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MINUTE TAKING Lynn Jones Regulations, Assessment and Awards Manager
WHY DO WE NEED MINUTES? • To ensure an accurate record is kept of any decisions made • To record the reasons for a decision • To ensure that any actions required are noted • To communicate information to people who were not at the meeting
STYLE OF MINUTES • What type of meeting is it? Formal or informal • Does the body have formal Terms of Reference? • Who will need the minutes? • Are they a record of the actions required by attendees or for dissemination to a wider audience for information?
WRITING THE MINUTES • Circulate an attendance sheet • Prepare an attendance list for inclusion at start of minutes • Apologies list should contain only the names of those who gave their apologies
WRITING THE MINUTES What needs to be included? • Some context or background • Main discussion points • Reasons for decision • Decision made • Future actions, by whom and when
Common Mistakes • Mixing tenses • Using the present tense instead of past tense (could, would, should to be used and not can, will, shall) • Using phrases such as “Prof S said ??? and Mrs L replied ....” • Naming individuals instead of using their titles • Use of inappropriate abbreviations (it’s, can’t)
TIPS AND SHORTCUTS Arm yourself with stock phrases e.g. • the committee received, considered, approved, recommended, noted, resolved • During discussion the following points were raised... • In a development of the discussion....... • In general, members agreed that.... • There was some disagreement but members were generally in favour of ..............
TIPS AND SHORTCUTS • Don’t try to reinvent the wheel – REMEMBER the tools on your computer e.g. Thesaurus, Spelling, Right click for list of synonyms • Make sure your language default setting is set to UK • Do not depend on computer corrections – CHECK the minutes yourself • Always proof read or ask someone else to do it • Finally, if you are not sure ASK – either during the meeting or later
FREQUENTLY ASKED QUESTIONS • What should I do if I don’t manage to note all of the discussion? • How should I record discussion if items are discussed in a different order from the agenda? • When can I use Secretary’s Notes?
EXAMPLES FOR DISCUSSION What is wrong with the following sentences? How would you re-word them?
EXAMPLE ONE The Chair reported that we have met our student recruitment targets for this year. The Chair reported that the student recruitment targets for this year had been met.
EXAMPLE TWO Professor B proposed changes should be introduced to the academic year. Dr C argued and refers to mature students needing to be off for school holidays. Other members agree with Prof B. Proposed changes to the academic year were discussed. The implications of the changes to mature students with children were emphasised. The majority of members were in agreement with the changes proposed.
EXAMPLE THREE The Chair encouraged staff to give him examples of good practise so he can share them with the rest of the School. Dr S mentioned that her department had developed it’s own support network for international students. The Chair encouraged staff to provide examples of good practice which could be shared with the rest of the School. It was noted that one department had developed its own support network for international students.
EXAMPLE FOUR Dr J and Mrs K reported that they had plans to further develop the Second Language Centre so that it can offer seperate accomodation for any foreign students who had just arrived. The Head and Co-ordinator of the Second Language Centre reported that the Centre was to be developed further to provide separate accommodation for overseas students who had recently arrived in the UK.
EXAMPLE FIVE Students were not happy with the lectures given by Dr Z. They said they’re not able to understand what he is saying. Prof Y agreed to look into this. Students had concerns about the clarity of some of their lectures and the Academic Head agreed to look into this matter.
STAGES OF MINUTES • Initial version of the minutes is the “draft” version • Send this to the Chair for changes and approval • Following approval the minutes become “unconfirmed” • At the next meeting the committee will consider the minutes and if approved they become the final “confirmed” minutes
