Posted by: wordsmithsuk | February 10, 2014

How good preparation improves your minute writing

About sixty to seventy percent of an effective minute taker’s work is done before the meeting begins. These are some of the main things that you may find it useful to do before the meeting.shutterstock_66324925

  • Familiarise yourself with the agenda Consider what will be discussed, identify what outcomes seem to be required and pinpoint any problem areas.
  • Scan through any papers that are attached to the agenda Try to pick up any details that will help you at the meeting.
  • Talk to the chairperson Discuss what is to be covered, what outcomes are expected and what style of minutes are required.
  • Talk to contributors or experts This will help you to understand the context of agenda item and what outcomes are required.
  • Find out who is going to be at the meeting You will then be less distracted by trying to work out who each speaker is and what they are talking about.
  • Confirm admin arrangements Make sure that the room and equipment are booked as required.Gather your materials and equipment Make sure that you have paper and pens. You will need spare copies of the agenda and previous minutes in case anyone forgets theirs.

The greater part of this preparation is in reading the agenda. You will also find it useful to prepare a checklist of things to do before attending a meeting; this may well include many of the items listed above!

We have produced a new minute writing workshop which aims to develop participants’ confidence in producing minutes that effectively record discussions and decisions made during meetings . Find out more in Word Smiths  2014 training brochure. Do check our website to download this publication and get in touch if you need any help with your minute writing problems.



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