Taking Notes
Being a "recording secretary" is an important role
in a meeting and making sure you accurately record what the
participants say and decide can be difficult. It is therefore
important that you describe the main points of the discussion
and any decision that was reached. It is also important that
you understand your notes so that you can decipher them later.
Everybody has a different way of taking notes and there are
a number of methods to choose from. Here are just a few:-
- write down everything as it is said under headings just
in case it is important – to do this effectively you
need to know some version of shorthand
- write a few lines for each heading which will to remind
you of the discussion
- use bullet points describing the conversation on a grid
for each topic being discussed with columns for the subject,
any comments and the decision reached
These three methods would look something like this:-
Type A
| Topic |
Example |
| Minutes |
Are approved by Board |
| Matters Arising |
The Directors and Officers Liability Insurance was discussed
and approved |
| Chair's Report |
Discussed converstation with City Councilors, raised
questions about membership policy procedures |
Committee Reports:
Facilities |
Shared discussion with Project Manager regarding meetings
with Architect
Announced meeting with newcomer groups with YMCA... |
Type B
| Topic |
Example |
| Minutes |
OK |
| Matters Arising |
DOLI discussed and approved |
| Chair's Report |
conversation with Councilors, questions
about membership recruitment |
| Committee Reports: Facilities |
meetings with Architect
meeting with newcomers @ YMCA |
Type C
| Topic |
Comments |
Decision |
| Minutes |
OK |
Approved |
| Minutes Arising |
DOLI |
discussed and approved |
| Chair's Report |
councilors: conversation mentioned
membership: questions about recruitment process
|
continue meeting with councilors
will review policy with Volunteer Recruitment and bring
it to Board |
| Committee Reports: Facilities |
Architect
newcomers
|
meetings announced with agenda
meeting at YMCA |
When you first begin to take notes you may find that you
adopt Type A but as you go along you will
find you can streamline the process.
|
