Meeting Management - Minute and Note Taking

Wednesday Co-authored Blog Series

For the Reader’s Information: We will be using our initials for these conversations we have so, Lynne Brown (LB) and James Latour (JL).

(JL) So Since I’m the Gold/Blue in True Colours I have been nominated to start this week’s blog. Lynne just loves details like notes or minute taking. Hahaha. Actually she and her partner, also Lynne, make a great team that way (and many others too). Lynne B does the facilitation and Lynne A does the note taking and often the distribution afterwards. I am looking forward to the possibility of when both LB and I facilitate together (coming soon) and LA does all that detail work.

In last week’s blog we talked about the importance of making sure that you follow the rules for formal meetings. Every detail has to be taken care of or you could have a potential disaster on your hands; or at least a wee mess. Well note taking or minute taking is actually no different. Although, there is always the possibility provided by the grace of the next meeting’s agenda, to make any corrections. It is usually provided for on the following meeting agenda for the minutes to be updated if needed.

In our blog about Agendas we  put this little detail in because it’s pretty important. Now I have a policy with boards that I’ve been involved with, that in the interest of time all previous meeting minutes should be read before the current meeting as a matter of courtesy and time-saving. Having a room of people read through a few pages of minutes at the start of the meeting can add wasted time to a meeting. I also like the Chair/Secretary to have received any emails or calls prior to the current meeting with any updates, edits or changes to the previous minutes. Again, it saves time.

I see two ways of taking minutes. We can use the linear agenda or the mind map agenda to guide us through the process. I will address the linear and leave the mind map to LB.

But first some preliminaries:

• Provide time in the meeting to pass a motion on the previous meeting minutes/notes. This ratifies the minutes and they can then be properly filed away.
• Choose a secretary, either permanent or temporary who is truly capable of taking minutes. If you have to spend the start of every meeting cleaning up the minutes, then you have a problem that needs to be rectified.
• Choose a system for taking the minutes. You can use either of the agenda ideas we are presenting or you can actually provide the secretary, especially if they are new, with a template similar to THIS.
  
• Make sure you have the date, time, place included, usually in the Header with the organization name.
• Make sure you’ve taken attendance. Record any regrets. Some meetings also like added those who are absent without any foreknowledge.
• At the end of the minutes, include the adjournment time and time and place of the next meeting.
• You can also refer to Robert’s Rules of Order as well.

Linear Minute Taking:

Then we are down to the nitty gritty. No matter whether you are using the Linear Agenda or a template, you must record all details. If the Chair says that something should not be included (i.e. private conversation), then you don’t record it. The Agenda and the template should work in harmony with each other. All you do is follow point A to point Z.

Sometimes the group elects to go “in camera”. This means discussion will not be recorded – often happens if personnel issues are being discussed. Sometimes the group will record their decision only after the “in camera” session is closed.

(LB) Mind Map Minute Taking:

So here we have a mind map for a group wanting to establish a food bank in their community. At the top right they have identified two potential sites for the location. There are two people who have been named to do the research.

The next line identifies the need for sponsors and who will be talking with them.

After that the next meeting is scheduled. As you can see this is a quick and easy way to take minutes for all but the most formal of meetings. It does not work for an AGM or other meeting of that sort. It works very well fort team meetings, community development meetings and other meetings that do not require a deeply formal method of record taking. The app I am using to generate this is Mind Node Pro. Other software that does this type of mapping are Mind Genius from the UK and Mind Jet from the USA.

What’s important at the end of the day is not that the discussion is recorded – in fact that slows everyone down. Instead, what is really necessary is the decisions and who is responsible for implementing them and what the due dates are.

There is a real skill set in taking good notes of a meeting. You need to listen well, leave your opinions out of it and when in doubt seek clarity from the group. Sometimes it is the note taker who keeps the group focused on the task at hand because they need to know what has been decided and who is doing what and when.

James Latour is the owner and coach of JLP Solutions and writer on Life’s Roller Coaster. James has over 25 years of experience working with the profit and not-for-profit sectors with project management, human resources, fundraising and volunteerism and industry – related consulting.  He is known for his team approach and follow through.  If you are looking for an enthusiastic coach/consultant who walks the walk and talks the talk, you’ve found him. Recently James has turned his passion, writing, into a blog and is using his talent in more direct ways.

Lynne Brown is the owner and coach of Orca Coaching & Consulting. Lynne Brown has been a coach and mentor for the last 30 years. She has a passion for working with people by empowering them to achieve their dreams and set realistic and attainable goals. Lynne has high energy as well as a positive and empathetic approach. Lynne is a firm believer that one of the purposes in life is to have fun and she incorporates that into her coaching and consulting.

Meeting Management - Minute and Note Taking