Welcome to
Perfect Minutes in an Hour
with Ann-Marie Barston-Skill
Programme
The Role of the Minute taker
 Critical listening skills
 Preparation and planning
 Effective methods of note taking
 Capturing what’s important
 Producing minutes which satisfy readers’
needs

The role of the minute taker
To take accurate notes of the main
discussion points and actions taken at
meetings
 To listen carefully
 Clarify issues with the Chairperson
 Type up accurate notes quickly and
efficiently using agreed layouts

Top Tips
Critical Listening Skills

What stops us
listening?

Ways to
overcome these
barriers
Some people say they lose
concentration because….
Some people say they lose
concentration because….
The language is too
technical – I don’t
understand what they
are talking about
This speaker’s
mumbling
How can I take
minutes when
more than one
person is talking
at once?
I am worried about
having missed the
last point
It is too long since
the last break!
I don’t respect
the speaker
The speaker is
waffling
Some people say that they lose
concentration because…
I have other
things on my
mind – I have
my own work to
do!
This has gone
off the point –
where shall I
go on holiday
next?
Not another
interruption!
What shall I get
to eat tonight?
I wish the Chair
would keep
better control
Listening exercise
Refer to your handouts and turn to the
‘Listening Accurately page’
 I’ll read you the passage and you answer
the questions

Role of the Chairman
Planning the meeting
 Control and direction of the meeting
 Production and distribution of the record
(ie the minutes of the meeting)


There’s more on the role of the Chairman in
your pack
What can we do to help?
Preparation and Planning

Have a premeeting with the
Chair
 The
Chair’s
objectives?
 Jargon
Can I interrupt?
 One person to speak
at a time – please
 Can I sit next to you?
 Chair to summarise
 Can we have breaks?

Planning and Preparation
The previous
minutes
 Jargon – glossary of
terms?
 Have an early night
 Prepare paperwork


Who’s who?

Be aware of your
barriers to listening
Methods of Note taking

A4 Minute Book
Original notes are kept
 Columns ruled for names and action
points/deadlines
 Take a new page for each agenda item

Mind map notes – sample in your pack
 Table plan

Capturing the key points





What is the Chair’s
objective?
Is this relevant?
Don’t attempt to
write everything
Listen
Interpret



Summarise what is
said
Record action points
– by whom, by
when?
Record the outcome
of discussions, not
who said what
Producing the final minutes



Write them up within
48 hours
Follow the Agenda
Summarise
information


Record only what is
relevant
Use headings, bullet
points, short
sentences and short
paragraphs
Producing the final minutes


Explain abbreviations
the first time they
appear
Record action points
and deadlines – use
a column for clarity

Record the outcome
of discussions
Avoid Clichés
At the end of the day
 Moving forward
 Let’s touch base
 Thinking outside the box
 A game of two halves
 The bottom line

Proofread!
(Don’t rely on the Spellchecker)
Have a look at the example in your
packs! (green sheet)
Basic Rules of Writing Well
Accuracy
 Brevity
 Clarity

Word Exercise
Have a go at the word exercise in your
pack
 In pairs attempt the group exercise

The long way of saying things

Have a look at the long words or phrases
to avoid and their alternatives
Celebrate!
Thank you

Any questions?