l eadership practices : m inute writing ce-elm msa, 18 th april, 2011 session 3
TRANSCRIPT
LEADERSHIP PRACTICES: MINUTE WRITING
CE-ELM MSA , 18th APRIL, 2011SESSION 3
OBJECTIVES
By the end of the session, the CPs should be able to:Describe qualities of good
minutesDevelop an outline of minutes
BRAINSTORMING
Why are the minutes taken?Who takes minutes of meetings in
your school?Why does that person take the
minutes
TAKING MINUTESDefinition
-Minutes are an official record of proceedings in a meeting.
-Writing minutes not a preserve of teachers of English or Deputy Head only-Since the minutes will serve as an official record of what took place during the meeting, you must be very accurate.
MINUTES
The function of minutes is to: Confirm decisions Record agreed actions Record responsibilities Prompt action from those who
attended the meeting Inform those who did not attend the
meeting Serve as a record of the meeting's
discussion
MINUTES CONT.
Should be based on agenda items Minutes written in progression Record important resolutions agreed upon Not about recording what each member said Action responsibility-by who and when is
critical
BEFORE THE MEETING
Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder.
Make sure your tool of choice is in working order and have a backup just in case.
Use the meeting agenda to formulate an outline.
DURING MEETING Pass around an attendance sheet. Get a list of members and make sure you
know who is who. Note the time the meeting begins. Don't try to write down every single
comment -- just the main ideas.
Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion.
Make note of any motions to be voted on at future meetings.
Note the ending time of the meeting.
AFTER MEETING Type up the minutes as soon as
possible after the meeting, while everything is still fresh in your mind.
Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting.
Include the time the meeting began and ended.
Proofread the minutes before submitting them.
WITHOUT GOOD MINUTES We may not remember or recognize:
What we decided in the meeting What we accomplished in the
meeting What we agreed to in terms of
next steps (action items)And when we can't remember
the items above, we end up going in different directions and then meeting again for the same original purpose!
TIME To avoid wasting your time spent in meetings,
be sure your notes and minutes answer these 10 questions:
When was the meeting? Who attended? Who did not attend? (Include this information if it
matters.) What topics were discussed? What was decided? What actions were agreed upon? Who is to complete the actions, by when? Were materials distributed at the meeting? If so, are
copies or a link available? Is there anything special the reader of the minutes
should know or do? Is a follow-up meeting scheduled? If so, when? where?
why?
DO’S AND DON'TSDo write minutes soon after the
meeting--preferably within 48 hours. That way, those who attended can be reminded of action items, and those who did not attend will promptly know what happened.
Do use positive language. Rather than describing the discussion as heated or angry, use passionate, lively, or energetic--all of which are just as true as the negative words.
Don't skip writing minutes just because everyone attended the meeting and knows what happened. Meeting notes serve as a record of the meeting long after people forget what happened.
Don't describe all the "he said, she said" details unless those details are very important. Record topics discussed, decisions made, and action items.
Don't include any information that will embarrass anyone (for example, "Then Terry left the room in tears").
ACTIVITY
Last Friday, an SMC meeting was held in your school to discuss the forthcoming harambee in aid of a water project.
Identify the following; What needs to be done Who will do it When will it be done How to monitor what to be done
TEMPLATE
1. Title
name of the group place date Time
2. Record of attendance present- apologies – absent – In attendance -
3. Actual minutes Preliminaries Minute one Minute two Minute three Adjournment Next meeting
4. Signing off Written by confirmed by Date Signature
NOTE
Language; ie Accuracy – spelling, grammar, word choice, tenses, subject – verb agreement
Fluency – Cohesion, appropriateness of tone, phraseology, apt vocabulary, pleasantness,
Maturity. Minutes must be written in the passive voice