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In this issue we show you how to minute meetings with confidence; how to create a good first impression and highlight the downside of communication by email.
1. Minutes are not a description of what happened at a meeting – they are the official record of decisions that were taken. So keep them brief and accurate.
2. Minutes usually cover the following:
3. Minutes should include:
4. When taking notes of a meeting don’t try to write everything down. Concentrate only on what is relevant and what decisions are taken.
5. Write up the minutes from your notes as soon as possible after the meeting while it is still fresh in your mind. If you cannot do this, then at least read through your notes so that you make sure you understand them and can fill in any gaps.
6. When writing the minutes from your notes use plenty of numbered points and sub-headings so that everything is clear.
7. Always use the past tense and it is often better to choose the passive rather than the active voice. (It was agreed…, It was decided…) These two examples also demonstrate the empty ‘it’ construction. It is useful in minutes because they should be impersonal; so avoid the use of ‘we’ and ‘us’.
8. When you have finished the minutes and had them typed-up, always check them carefully for accuracy of content and also for correct spelling and punctuation.
9. When complete, minutes should be circulated to all the people who attended. They can then be signed at the start of the next meeting if everyone agrees that they are accurate.
10. And a very important point: the format for minutes varies from organisation to organisation. There is no right or wrong way – be guided by what’s usual in your company.