Taking minutes can be the bane of a PA?s working life. When it seems the meeting is dragging on for ever and all the participants are talking at once, it can be hard to know what exactly is noteworthy. Heather Baker takes us through her top tips for foolproof minute-taking
Create a system for taking notes You should have your own system in place for taking quick notes. Remember, you don?t need to write perfect English in the meeting, but do take time to prepare your abbreviations in advance. If you haven?t already got a system, consider learning speedwriting or shorthand. Don?t attempt to write your minutes in the meeting. If you?re unsure whether to include something, write a note anyway and you can make the decision later when you have more time. Just because something?s in your notes doesn?t mean it has to be included in the minutes.
Develop a mastery of English This is very important so that people can understand your minutes and it will also enable you to reflect a good image of you personally, as well as your department and the company.
Improve your technical knowledge You?ll need a good general vocabulary and an understanding of the technical terms, jargon and abbreviations that may be used. Familiarise yourself with the language likely to be used prior to the meeting so you?ll be able to follow what?s being said. Read previous minutes, do research on the internet and speak to people to learn more about topics with which you might not be well-versed.
Hone your word-processing skills A set of well-presented minutes will enhance your reputation in the workplace. If you are regularly taking minutes for the same type of meeting then use a template. You can then use a laptop and type your notes straight on to the template. You can also prepare some of your minutes in advance; for example, you might include information such as the date, time and location, plus apologies from those unable to attend.
Appreciate the need to summarise Ask people before the meeting for summaries of their reports. After the meeting you need to write a summary based on the notes you have taken. Minute taking is not dictation, so don?t go into unnecessary detail. Replace ?Mr Smith brought the sales figures to the meeting, they were distributed and discussed and it was agreed profits had improved and a bonus could be paid? with ?based on the improved sales figures, it was agreed a bonus could be paid?.
Learn how to listen This is the skill that is generally considered as being the most difficult to master. Understanding the subject is one of the main ways to make life easier.
Gen up on proofreading It?s important to check your minutes after they have been typed to check for grammar and punctuation. It?s good working practice to print them off and check them again before circulating copies to all of the attendees.
Find out how to use reported speech properly You may occasionally have to report what people say in minutes and, if so, reported speech should be used, not quoted speech. However, by using your summarising skills you can avoid the ?he said, she said? scenarios.
Forge a relationship with the chairperson This is a vital part of minute taking, as a chairperson and minute taker should always spend time with one another to prepare beforehand and should sit together during the meeting if at all possible.
Decide what to record A sense of what you should and shouldn?t record is a skill that takes time to develop. It helps to understand your audience and the use of the minutes after they have been written. Most important ? always include any actions, their deadlines and who is responsible for carrying them out.
Heather Baker is the author of Successful Minute Taking: Meeting the Challenge and Successful Business Writing. She is also the creator of the BakerWrite system of speedwriting and founder of Baker Thompson Associates, which offers skills training for PAs and EAs. Find out more at bakerthompsonassoc.co.uk
