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A) Agreeing appropriate minutes
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New meetings need to use a form of minute recording that is in line with the meeting itself. Formal meetings will need far more detail and conformity than social meetings. There is usually less tension around selecting the format here.
Some organizations prefer their minutes to be recorded in a specific way and / or on letterhead/computer paper. If this is the case you may have little freedom for discussion.
The minutes must be appropriate for the meeting and also must be agreed with the Chair, and in some instances, with anyone who has an interest or input into the meeting. Where a meeting is being led firmly from the front – perhaps by a manager who is acting as Chair - it will be their sole decision. However, if the meetings are run co-operatively, perhaps by a project team, everyone might want a say in how the minutes should be presented.
If the meeting is to detail a merger or where organizations are working in partnership, the format of the minutes may need to be agreed by both parties.
Agreeing minutes in this way can save you a lot of time later on, so if you are in charge of minute taking, always make sure that you know exactly which type of minutes you will need to take for this specific meeting.
Paragraph a): the topic ________________________________________________
the main idea_____________________________________________
_____________________________________________________
supporting details _______________________________________
______________________________________________________
Answer the questions that follow:
1) What is peculiar to the appropriate minutes? …………………………………………………………………………….
………………………………………………………………………………
2) What forms of minutes do some organizations prefer to have?
……………………………………………………………………………….
3) Should you agree the minutes with the Chair or someone else?
……………………………………………………………………………….
4) Are you free to change the format of the minute if the meeting is led from the front? …………………………………………………………………….
5) When may the format of the minutes need be agreed?..................................
……………………………………………………………………………….
6) As a minutes taker, are you free to use the format of the minutes you like more? ……………………………………………………………………….
b) Minutes for informal meetings.
Informal meetings can cover any subject. They could be for a regular team meeting or for a group of people brought together to discuss some issues that probably won’t be publicized, such as where the Christmas dinner might be held this year.
They are informal for several reasons:
a) People may know each other well (no introduction)
b) The way everyone acts is informal, and there may not even be a “formal” Chair.
c) The subject matter is informal
d) The person records decisions but not legal details or a script of exactly what is said by each person.
Minutes of informal meetings need to capture the essence of the meeting together with any actions and dates, but need not be in a rigid style.
Paragraph b): the topic _________________________________________________
the main idea _____________________________________________
_______________________________________________________
supporting details _________________________________________
________________________________________________________
Answer the following questions.
1) What is characteristic of an informal meeting? …………………………….. ………………………………... ……………………........................................
…………………………………………………………………………………
2) What do minutes of informal meetings include? ……………………………….
………………………………………………………………………………….
…………………………………………………………………………………...
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