Human Resources

Learning and Development

Minute Writing & Committee Support

Target Audience             

Committee Secretaries, Minute Takers and staff who would like to learn more about this activity within the University

Duration:    

9am to 12.30pm

Outline:   

This workshop is all about getting a shared understanding of the purpose of minutes and how we can make them better.  It also provides the opportunity to share working practices for supporting a Committee at the University

The aims of the workshop are:

  • To consider the purpose and use of minutes
  • To promote collaborative working between Chairs and Minute Takers
  • To provoke thought and reflection on current practice to identify possible improvements
  • To share working practices for supporting a Committee
  • To improve the experience of being a Minute Taker
  • Practice note taking and minute writing techniques
  • To learn to love your minutes and feel more confident about preparing them

Please note that this workshop does not specifically cover Unit Assessment Board (UAB) and Board of Examiners (BoE). Sessions dedicated to UAB and BOE training activities are organised by George Allison, Academic Registry, and Heads of Department and Department Managers will be notified of the dates.

The workshop will be delivered in one session from 9am to 12.30pm including:

  1. Building a shared understanding of roles, responsibilities and the importance of minutes in University business activities. This includes different types of minutes and an opportunity to practice listening skills. 
  2. Preparation and planning, including agenda preparation, briefing the Chair, and using templates and checklists.
  3. Developing a deeper understanding of skills in taking and writing effective minutes.  This includes a practical session on taking minutes followed by discussion.

Format:  Presentation with discussion of scenarios and practical applications

Presenters: Kay Underhay, Principal Administrator, and Emma Scott-Ward, Administration Officer who are both in the Quality Management Division within Academic Registry. 

Learning Outcomes:

By the end of this workshop participants will:

  • Have a shared understanding of the purpose of minutes
  • Understand the need for audit trails in minute writing
  • Explore different types of minutes and their purpose
  • Understand and respect the difference between the roles and responsibilities of Chairs and Minute Takers
  • Learn how to prepare an effective agenda
  • Plan effective meeting preparation and checklists
  • Explore the meeting cycle and how to plan a timetable to manage activities
  • Develop effective listening skills
  • Understand how to be assertive and be able to make interventions in meetings
  • Identify and practice the core skills for a note-taker
  • Explore enhanced techniques for note-taking and writing up minutes.
  • Sifting – know what to include/exclude
  • Summarising - transcribing notes into minutes
  • Use plain English by developing style and polishing grammar
  • Be able to develop a clear, concise and effective layout

 

Pre-event Preparation:

Before attending you should visit the Academic Committees web page:

http://www.port.ac.uk/intranet/registry/academiccommittees/

Select a Committee from the list on the left hand side of the web page and look at the agenda and minutes for the same meeting. Please note that due to the new Committee structure coming into force this year, it may be necessary to select examples from “Pre August 2016 committees”.

Think about and be prepared to discuss the following during the workshop:

In preparing minutes, what key thing(s) are you trying to achieve/deliver?

  • What would you find difficult in producing minutes to the standard of those you looked at on the Academic Committees web pages?
  • Any obstacles that may prevent you from being effective as a Minute Taker?
  • What actions might you take to minimise difficulties/obstacles?

 

Click here for the Learning and Development calendar with all available dates.

To book a place on this event, please e-mail learninganddevelopment@port.ac.uk