Mastering (mind-numbing) minute-taking

Fun stuff, all round.

But here's a set of minute writing tips that'll make your life a bit easier if you're a minute-taker and give non-minute-takers a sense of what is, or can be, involved:

Disclaimer: Your company is like a casino: the house always wins. Always. So I can teach you ‘my way' until my face is blue, but if your boss (aka the cheque-signer) wants it done a certain way, bully for me. Having said that, if you're going to do it ‘the wrong way', please make sure that you know ‘the right way' first. Thank you.

1. Minutes are a record of a meeting, not a typed-up transcription

Minutes are the written record of what takes place during a meeting. They give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses.

But most minute-takers give themselves too much work by inserting too much detail.

Your obligation is to produce a record of events, not a verbatim script - and believe it or not, details do not belong in minutes. So don't try to write down every single comment. Focus on recording only the actions taken and the conclusions reached. (This single tip should make your life so much easier that you can stop reading now.)

2. There are different types of meetings and therefore different minutes

Meetings may be conducted formally or informally, depending on the type and culture of the organisation in question and the circumstances surrounding the meeting.

Minutes of a formal meeting must include decisions taken, motions passed and the names of the attendees. Those of a standing committee meeting must provide enough information and discussion so that absent members can participate on equal terms at the next meeting. Minutes of a subcommittee must include enough to keep the parent committee in touch with developments and to explain the reasons for decisions. And board meeting minutes are important and binding legal documents.

Based on the nature of your organisation and the reason for the meeting, try to get an understanding of what's expected - or legally required - by chatting to those around you, quizzing experienced minute-takers or even trawling the Internet. And then, when you get to it, try to align the tone of your minute writing accordingly.

3. If you're taking minutes, you shouldn't be expected to participate

About 99.5% of minute-takers are not allowed to participate in meetings. But in some instances, a small company or department means that one of the attendees is a de facto minute-taker. If this is you, know that minute-taking does not need to cut you out of a meeting, but it does mean a trade-off between participating and recording.

This is because, in most meetings, you can formulate what to say next while someone else is speaking - but this doesn't work if you want to (or have to) record the essence of what is said. So make it easier to take good notes or provide valuable input by first discussing your role with the chair, and getting his/her prior buy-in.

4. Try to be creative and open-minded with your minute-taking tools

Different minute-takers have different tool preferences. Some type unbelievably quickly and take their laptops in with them, which cuts down dramatically on the after-the-meeting minute creation because the words have already been digitised.

Others prefer shorthand (their own or a real one) and others swear by longhand. In addition, there are the pencil fans, the pen fans, and the Dictaphone fans.

Use trial and error to find out what works best for you, but do try to get your hands on a digital voice recorder. They serve as worthwhile back-up if you miss something, don't understand something or have to prove the accuracy of what you recorded.

And create a Minute Book - a hardcover lined notebook with 128-odd pages, brightly covered and labelled - into which you stick the agenda and write all of your minute notes. When rushing out of the office to a meeting, you need only reach for this.

5. Make sure that you know who's who (and where they are sitting)

Apart from the official register of attendees at a meeting, circulate your own sheet of paper for attendees to sign. If you're new to the job, there are outside invitees at the meeting or it's a biggie, this sheet can help you to identify speakers by seating arrangement.

Important note: Write a message on the top of the page indicating that the paper should be returned to you once completed. Otherwise, what's the point?

6. Try to resist the temptation to editorialise in your meeting minutes

Minutes are not a written pat on the back. Nor are they a form of documented contention. So be sure to concentrate on conclusions. Do not record controversy; state what was decided. Don't include ‘AJ said he did not agree.' or ‘The treasurer gave an excellent report.' The debate does not belong in the meeting minutes.

7. Try to ensure that the topic doesn't change without proper closure

The only time you can ‘participate' is when it seems as if the conversation has moved on without resolving an item. Was there a decision? Was there an action item? For whom?

Minutes are for future or outside readers as much as they are for those present, so what you write down should be clear to those entering the process later.

In the final analysis, check that your minutes provide a true, impartial and balanced account of the proceedings; are written in clear, concise and plain language; are as concise as is compatible with the degree of accuracy required; and follow a simple method of presentation that helps the reader to read the contents easily. Sorted.