Minutes

The minutes are often written by the secretary. If there is no official secretary of the group – then it is common for different people to take turns in writing the minutes.

The minutes are a written summary of what was said during the meeting and provide a record which can be referred to at a later time. They will include who was at the meeting, key discussion points and any actions that need to be taken before the next meeting. After the meeting, the person who wrote the minutes will type them up and give everyone a copy for their records.

Tips for writing minutes

· Write each item as a heading.

· Record the main idea of what was said in points below each item– not the whole conversation.

· Use the speakers own words and clarify what was said if you are unsure.

· Ask the group to slow down if you get behind.

· Clearly record any actions (things that need to be done) with the name of the person who is responsible for making sure if happens. e.g. (Action: Kate to check venue for wheelchair access before next meeting)

· Number your pages.

. Use flipcharts to record meetings

 Flipcharts are large pads of paper which you can use to take notes on so everyone can see – like writing on a blackboard.

Benefits of using flipcharts:

. give people somewhere to focus their attention
. allow everyone to see that their views have been heard and recorded correctly
. remind everyone what has been said
. can be saved and brought to other meetings.