The following table
of ineffective and effective practices will help those taking minutes.
It is an excerpt from “Mina’s Guide to Minute Taking.”
If you don’t already have a copy of this book, you can find out
more about it at http://www.elimina.com/minutes.
| Category |
Ineffective
Practice |
Effective
Practice |
| Selection
of minute taker |
Choosing
someone with no minute taking skills or no knowledge of the group,
its history, issues, or the terminology it uses. |
Choosing
an individual who has minute taking skills or, alternatively, training
them for the job and giving them an orientation on the group and
its work. |
| Treatment
of minute taker |
Making
it unacceptable or unsafe for the minute taker to speak up in meetings.
Assuming
the minute taker is capable of recording coherent minutes in confusing,
chaotic meetings. |
Making
it acceptable for the minute taker to speak up and request clarity.
Conducting clear, well-focused meetings. Taking time to articulate
consensus and motions clearly before moving forward. |
| What
is recorded in minutes |
A
word for word record of who said what.
Using present tense: “The Chair opens the meeting and explains
the agenda.”
Highlighting
decisions made by motions, while not emphasizing decisions made
by consensus.
|
Concise,
readable point-form summaries of discussions and decisions made.
Using
past tense: “The Chair opened the meeting and explained
the agenda.”
Highlighting
motions and consensus-based decisions in the same way. |
| Expectations
and roles |
Expecting
the minute taker to have shorthand skills or tape the meeting, to
capture every word. Allowing
the Chair to doctor the minutes and change decisions that may
be embarrassing to someone.
Allowing
assertive individuals to force the minute taker to record certain
comments.
|
Expecting
the minute taker to have listening and summary skills, to focus
on key points, not every word uttered. Allowing
the Chair to ensure that minutes are technically and factually
clear and accurate.
Approving minute taking standards as a formal policy, thereby
enabling the minute taker to follow approved standards and not
personal wishes.
|
