BA III ENGLISH (Technical Writing) SEC 301

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BA III ENGLISH (Technical Writing) SEC 301

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BA III ENGLISH (Technical Writing) SEC 301 Minute-Taking The minute takers role Listening Capturing whats said Writing up and structuring minutes What well cover this evening The weird language of meetings the minute-takers task

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BA III ENGLISH
(Technical Writing)
SEC 301 Minute-Taking

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

Background
Discussion
Decision
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!

BA III ENGLISH (Technical Writing) SEC 301

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