Minutes and typos at work

[TheCloisters]

I write minutes at work, a lot are long and time pressured. Particularly HR, they tend to want a fast turnaround so letters can go out. Other department meetings are less so, but can be complex with a lot of acronyms/ names of software/ companies/ people etc spoken fast. It doesn’t help I’m not part of the departments, people forget I’m there half the time as they don’t know me.

Aibu to think a human rarely types long minutes without a single typo? I did a really long meeting yesterday, ran to 12 pages over hours of back and forth. Rapid and emotional meeting.

I’ve made two typos, used the wrong initials in a sentence on page 8 (like replacing GH with GE) and duplicated 3 words on page 10 (something like ‘GH stated they GH stated they’) to start a sentence.

Some people react so strongly to typos, like it’s completely inadequate. I’m interested in how many people on here would. Personally I just cant produce that many pages error free! I may be doing multiple documents a day, it’s time pressured and I don’t have the time for proof-reading over and over. I always state in my emails minutes are a draft, and invite people to offer any amendments they require. Some heads of department in particular are really really not pleasant over error though. It’s not every document, but I do slip like the examples above at times. Occasionally I get grammar corrections that are in correct too, like using ‘xxx and I’ when ‘me’ is appropriate in the sentence.

There are no consequences for me in terms of performance management or my manager, but the constant typo hunting, rather rude comments and repeated conflict has made me refuse to work for some areas anymore. I’ve never been picked up on a substantive error. It’s typos, like the wrong letter in an initial, missing words kind of stuff that can be missed when editing speech to clear sentences.

This post is prompted by an email I’ve woken up to, posting here is distracting me from replying to it with emotion.

Aibu- professional minutes can’t have errors, I’d be annoyed
ainbu- minutes sometimes need amendments, that’s life

(I’m going to have to the above errors noted aren’t I 😂)

We’re only human. No matter how many times I proof read long documents I never pick up all the typos. As long as the minutes are understandable I’d don’t see the problem but some people will always complain.

Get your self a stock response which is something along the lines of 'excellent, just a few typos in the draft and no matters of material importance, i'll ammend now.

I read a lot of minutes and TBH the only one I'd definitely comment on would be the initials I think - important to get those right.

If they were going to a client, or being published on a website, I would pick up on the others, but I'd be polite about it! I might comment anyway but would always be polite.

Minute taking isn't part of my role but is something I often offer to do for other managers, then there is a need to get it right. I figure that it has taken me 10 years to understand the acronyms and language in my field and that asking people who don't have that immersion to take responsibility for an accurate and legally weighted record is unfair and unhelpful.

That puts me between your YABU and YANBU. They should be right, but you should be given the time and support including grounding in the departments to be able to deliver.

I genuinely wouldn’t get stressed about a couple of typos on a draft set of minutes.

in my organisation we’ve shifted away from automatically capturing everything said and our PA support ask at the start of the meeting what kind are required. Often decisions and actions are fine, but I asked for full minutes at a disciplinary hearing recently. Could your organisation consider similar?

Hi! I used to take minutes for a very particular boss, every . was scrutinised. Sounds like you're doing an amazing job. I think try not to take it personally - you ask them to check the minutes and they are at least reading them! I'm sure if they're reading a 12 page document they're not judging any typos - sounds like your errors are non material and not many! Just consider it them trying to be helpful? To get the minutes 100% correct before finalising? As nothing worse than sending out the final version and someone flagging up an error then!

Maybe when you respond with the corrected document you can say it's been updated to tidy the couple of typos, to clarify that that's all they were?

You are a person, not a machine, you can't be perfect, but you sound pretty good at your job to me!

Isn’t the point of a draft so that any errors or omissions can be corrected?

With the acronyms, names etc you can do one of two things. Interrupt the meeting to say “sorry could you repeat that acronym please, I’m not familiar with it” or put it in square brackets with a query / comment asking for a check or clarification from whoever the minutes go to.

also are you writing 12 pages of verbatim minutes? Or a summary of discussion and decision? Pretty exhausting if you’re effectively transcribing the meeting and that’s not what minutes should be.

Spelling and grammar aren't acceptable as a quick check using tools should be made. When typing names use initials then replace tool perhaps? MSWord has tools for everything- perhaps a refresher training session? Draft minutes are just that but more for detail purposes.

I did similar for a while, even started putting about substantive amendments. One HoD went on a rant about quality and the face of the company in a meeting. This group honestly started his meeting with the last minutes and a game of hunt the typo. It was like a weird sport (they are the ones I put my foot down over working with, my manager was ok).

I think people just like to prove they’ve read it sometimes!

There’s a limit. Eg if GE and GH are in the same meeting and a typo is GE said instead of GH said no tool will pick this up.

I think you're being unreasonable to say "the constant typo hunting" when you admit yourself that your minutes contain typos.

You either spend some time reviewing and fixing typos before circulating, or you issue them rough knowing typos will be found.

I agree, it's hard to produce a document that long without makeing small typos.

In a similar situation I would say "here is the draft, I have obviously checked for errors, but with such a fast turnaround required I may have missed something. Drop me a message if you spot anything and I will amend"

Sometimes this can shut down the pedants who just want to point out your errors.

This included paraphrasing rather than errors, or arguments over Oxford comma kind of discussion. Not often errors.

I do think that a human typing 20-30 pages often in a day will have the occasional typo. It’s human

The meetings are a mix. Some are near verbatim yes. These ones often have the difficulties of speech being unclear. A spoken sentence can be: Well I think well we need to consider… the well, tracking back to the main issues we need to consider that the biggest thing the priorities… Dan can you expand on this?
I have to make it all readable
Department meetings are a summary. Obviously those are less likely to have an error.

Do you have to minute absolutely everything? I had one lot of minutes to do that was expected to be virtually verbatim. But another department was far more relaxed and I could use the fabulous phrase "after a discussion it was agreed ......" No need to say who said what. So much shorter and far easier to read.

You don't happen to work in HE, do you?! I don't do minutes anymore, but your experience brings back memories!

I second @Createausername1970 's approach .

There's a reason you don't see your own errors even if you do proof read - loads of info about here but essentially you see what you "expect" to see if that makes sense.

https://www.google.com/search?q=not+seeing+your+own+typos&oq=not+seeing+your+own+typos&gs_lcrp=EgZjaHJvbWUyBggAEEUYOTIHCAEQIRigATIHCAIQIRiPAtIBCTEyNTYxajBqN6gCALACAA&client=ms-android-samsung-ss&sourceid=chrome-mobile&ie=UTF-8#ip=1

I'm a legal secretary so there's even less room for error but there's absolutely no point in my proof reading my own work. Of course errors ccasionally crop up - I'm only human! Fortunately my boss isn't an arse.

YANBU

Do you have an HR person. I would raise the way people speak to you as an issue.

i write minutes with typos all the time. (Not on purpose)

Nearly everyone simply emails something like 'great minutes, just a couple of typos on page x'

A few give me a hard copy corrected in red pen with a comment like 'just a couplr of trivial corrections before you publish'

The annoying ones wait until the next meeting and point them out in front of everyone. Which holds the meeting up. But they remain polite.

i've never had people being horrid about it.

That’s ridiculous. You have to type out a train of thought from someone?? rather than “X noted that priorities a and b were the most urgent. Dan gave more detail:
[list of points Dan made].”

It's a draft set of minutes until it's been approved at the next meeting.
I like edits to come in prior to the meeting - particularly on actions.

Spullchuckers are excellent but don't catch everything.

The secretary where I work makes roughly two typos per sentence in emails. It's infuriating.

But it doesn't sound like you're anywhere near that inaccurate.

It's interesting that you frame this as "are they being unreasonable" rather than "how do I improve this situation".

If they want a word for word record of the meeting, they should record it and just save the audio. There's a function to do this in Teams or you could always use a phone app. If people start mumbling or rambling, the chair should direct them to be more concise and speak clearly, if it's that important that there's an accurate record.

But 12 pages of longhand minutes is ridiculous. There should just be a record of key points and decisions etc and if the meeting chair was any good, they'd pace the meeting and give you direction, eg refer to the agenda and periodically check that you were keeping up. Then at the end of each section, give you a summary - minute points A and B and it was agreed that C will no longer be responsible for D etc.

Speak up and suggest ways to improve. It's completely pointless for you to be providing lengthy written records like this.