AIBU to be terrified of taking minutes

[linda30]

I wonder if anyone else has ever struggled with this. In my organisation I am often dropped in mid-project and expected to perform support functions such as take minutes.

I feel like I am being unreasonable for fearing and resisting this task especially as my closest work colleague seems to have no problem taking minutes, and she often faces similar circumstances.

I just find that everything is happening too quickly and too chaotically for me. I don't understand how items tie together, or forget the names of people in the room. Also I can't seem to type and listen simultaniously.

I'd like to think I am not stupid, I have been complimented on my analytical ability a lot before and get good performance reviews for my systems and processes related work but meeting minutes are just beyond me and if I am honest I often just lose track of what's going on in meetings in general (even if not note taking) unless I am to speak on my area of expertise.

I feel that if some project materials were circulated beforehand or I had a chance to talk to people one on one to explain the proceedings I'd do a half decent job, but just being put there out of context and expected to take peoceedings is really scary and I feel I really suck at this. Frankly half the time I don't even understand what I am typing when taking such minutes.

I guess I am looking for tips to overcome this...

I got roped into doing this at work for a monthly staff meeting and I did it for about six years-I at least had a template to work off of. I do recall the first couple months the feedback was pretty negative and then once I figured out the appropriate data to record it was fine. Just try to pay attention to ideas,goals, time frames and who is delegated to particular assignments. I found it easier if I wrote the minutes fairly soon after the meeting as the data was fresh in my mind.

Deep breath! Have you asked for feedback on your minutes? It may not be as bad as you think.

I also find it easier to write than type, so I can put arrows where people start taking about something half way through something else.

Also yes, you should be getting notes about the topic - is there someone you can ask for those?

If you forget a name just christen them something else rather than panicking and missing something - I've called people things like glasses guy and eyebrows before working out who they are at the end of the meeting!

If a meeting is badly organised and run, then trying to take minutes is a waste of time.

Ideally the meeting should follow the agenda, and the minutes flow from that. Most important is to capture any actions with timescales - and ensure they are correctly attributed (don't be shy about asking at the end of each agenda item to make sure you have the right people down).

After that it's useful if you can capture a sense of the discussion - especially if it explains the actions (or lack thereof) - ideally in a way that precludes someone popping up months later trying to say "I didn't say that ..."

Get minutes out ASAP, and make sure acceptance of last meetings minutes are the first item of business for the next meeting (much harder for attendees to contradict accepted minutes).

There are courses you can take, to build your skills and confidence. I did one years ago when I became a PA and it really helped!

Also, if possible, ask if you can just take action points - that way you aren't trying to write every single word

Sit next to the chairperson and ask that they highlight actions to you so you don't miss any.

Always take a sign in sheet so you get everyone's names

And don't worry, no one likes taking minutes!

Do you, or could you, take in a dictaphone to record the meeting and help with writing the minutes? It's what my DH used to do. He hated it too, and struggled with it. I've never been in a role where I've needed to do it, but i think i would struggle too!

And don't worry, no one likes taking minutes!

Er ... I did ...

Draw the table at the top of the paper. Write down who's at the meeting in the order they're sitting round the table. Ask colleagues for help if there are people you don't know. Or - and this is what I would strongly recommend - speak up, using the phrase "for the minutes".

"Chair, could we go round the table and do quick introductions FOR THE MINUTES?"

"Sorry to interrupt, but FOR THE MINUTES was that the GDPR or the GNP?"

"So, to summarise FOR THE MINUTES Sue is taking on X, Y and Z?"

It's an important job, so behave like it's important. Go get 'em!

I take ‘actions’ only, not minutes (argue that that is the bit people want to know) and am slowly getting confident enough to say so if I don’t catch the action properly. People are usually quite good at understanding they e been rambling and will then dictate exactly what the action is for me. I always try to sit next to someone sympathetic who I can nudge to check I’m on the right lines. I always type too as faster, and then not struggling to read my own scribble after! Finally I ask the meeting lead to go through them with me straight after the meeting to make sure I have things right.

I rarely understand what’s going on, so have had to learn to really pay attention for the whole meeting!

Good luck, it will get easier as you learn how teams work, and they get used to your style of taking notes.

Someone should be chairing the meeting. When I used to do minutes you sit next to them and they should control the order of the meeting and keep it on topic.

With regards to missing names, can you ask for introductions at the beginning and go round the table. Right them in order and then when they speak during the meeting you've got more chance of knowing who said what!

Make notes in the meeting type up later. Make sure you have a list of attendees before you start use their initials to note who is speaking/who has been tasked - if you don't know who people are ask (as PP said using the phrase for the minutes). Ask for an agenda before the meeting and use this as a framework for note taking.

Some good tips here.

I used an A4 book for minutes, every time I did some the first page I'd leave blank to draw a table plan and slot names/initials in. The following pages I'd draw 3 columns: Who (name or initials) Discussion (notes on what they said) Action.

Each agenda point gets a new page, then if they do the agenda out of order or they go back to earlier discussions you can add notes easily without being confused.

If you set up a good few pages like this it really helps.

I feel your pain, I am terrible too and really hate doing it. The only times I seem to be asked are when I don't know much at all about the subject of the meeting - it's far easier when you do!

Tips I have picked up along the way:

• ask for introductions at the start and draw yourself a little seating plan with everyones name
• try and speak to the meeting chair beforehand re the agenda
• don't be shy to ask for clarification at the end of a discussion what the conclusions are - too often discussions just wind up without having got anywhere so people will probably be glad you are insisting on summarising what decisions have/havent been made, what actions need to be taken by who, etc
• most importantly, write them up immediately afterwards and send them out ASAP. There was one set of meetings I used to go to where the minutes were never circulated "for approval" until just before the next meeting (3 months later) by which time everyone had forgotten whether they said X or Y, and what actions they were meant to be doing, which meant nothing EVER progressed!

This is a large part of how I make a living (clerk to school governors). For a start a lot of people would struggle to type while the meeting is in progress. I don't do it, I find that my notes are more accurate and useful if I scribble. A well organised meeting, as people have said above, really helps. Sometimes you're not in control of that... I would be inclined to ask if you can record the meeting while you take notes, so that you have something to refer back to if you get stuck. GDPR... you'd need to minute that it's being recorded, the purpose, and that the recording will be deleted in x number of days.
Try to sit down with whoever is leading these meetings and clarify what they need from the minutes - do they need to know who said what, or just key points made and it doesn't matter who said it, and the conclusions/outcomes/actions. Then you have less to write, and can maybe think in terms of bullet points in your notes.
I don't think that minute taking is a skill that everyone can acquire. In a previous life I was involved in training clerks during their probation, and some did fall by the wayside.

Don't try and type them as you go!

I take ‘actions’ only, not minutes (argue that that is the bit people want to know)

Depends on the meetings. Sometimes you need to catch that " voiced some concerns" (or, alternatively the opposite ) for the time in 6 months when a director tries to go ballistic shouting "Why didn't anyone say something ?" and is running around with the P45 gun.

(Little tip here is to also read minutes when they're circulated ...)

If it’s a telephone conference record the call. Bullet point key points. Summarise any actions and who it’s been assigned to during the meeing. Write up the minutes ASAP after the meeting.

I used to hate doing it too.

I’d never type monies during a meeting. Only ever hand write them up and then type up afterwards. My typing isn’t sufficiently good enough to not be thinking about how to spell etc and I’d get distracted completely by the fact it was on a computer.

Hand writing is better - and I tend to recall better afterwards what happened.

If it’s a telephone conference record the call.

GotoMeeting had a good feature to allow call recording. Can be a bit hit and miss on phones.

If you do, remember to make a note on the agenda/minutes, and bear in mind it's (a) personal and (b) confidential; data. So ensure the recording is handled in accordance with your organisations DPA/GDPR policies. Ideally, the recording should be deleted once the minutes have been accepted.

Do any of the men get told to do minutes?

I have always refused to take minutes (because its dull and tedioys and wasnt part of my job) they always aksed me, the onky woman on the team. One raised eyebrow and a muttering of "HR discrimination policy" under my breath made sure I never had to do them. One the odd occasion when I was forced to, I did them really badly and was never asked again.

YANBU. I hate it. The thought of having to do it stresses me out. People talk too quickly/too quietly or both. I don’t have to do word for word minutes, but summarise things and I find that just as bad.

I hate them too, I've had to start minuting ones where people throw around acronyms and I have no idea what anyone's taking about but unfortunately it's part of the role and no getting out of it.

The chair should have an idea of what they want in the minutes and wouldn't let anything be left out when they check over them - that's how it works in our office anyway.

Best thing to do if you're panicking in the meeting is to stop and just say you've lost the thread and everyone will need to recap. I struggle doing this but usually people genuinely don't mind as they understand the importance of minutes. Fingers crossed you feel a bit better about them soon!

You definitely need to be confident to butt in and say ' can I just clarify...' I do type as I go but my typing speed is pretty good and I make sure I have a template set up with the agenda items on and ideally a list of participants. I used to put in way too much detail - salient points and actions only is enough.

I’d never type monies during a meeting. Only ever hand write them up and then type up afterwards.

Neither would I, I’m a touch typist and think the noise would be too distracting.

You have to be brave and start asking for clarification.

“So the action is...?” Is quite useful.
“Who is taking that action?”

Both questions asked to the Chair.

I agree with others writing is easier than typing.

I find recording very unhelpful because minutes aren’t verbatim transcripts. They are just summaries of key points, decisions, approvals and actions.

Get the Chair to approve your minutes before you issue them.

And yes, write them
up immediately.

It just takes practice.

Actions only and send a piece of paper around the table with names

I also do what I can in terms of writing them up but ask someone to check them if I am not sure

NO ONE IN MY ORG EVER READS MINUTES 😂 only action logs. This is true for nearly all orgs. So don’t get too het up about it