Take A Minute

Effective minute-taking requires a diverse range of skills

It is probably safe to say that when someone is making key job-related decisions following their formal education, becoming a minute taker will not be at the forefront of their career plans. In truth, unless a person pursues a company secretarial role, becoming a minute taker is often more by accident than design. The reality is that people frequently find themselves called upon to take minutes, with little guidance on how they are expected to produce an accurate record of what took place.

Skills and Challenges

Minute takers require a diverse range of skills in order to execute their role effectively. They must be active listeners, able to evaluate and summarise key elements of the discussion with reference to the meeting's prime objectives. This requires the ability to filter out irrelevancies and capture the salient points; often related to subject matter that they only partially understand. They must then be able to take these 'raw' notes and turn them into a work of art: the final minutes that constitute a brief, authoritative account capturing the true flavour of the proceedings of the meeting, including all key decisions taken and actions agreed. Organisational and administrative capabilities are pre-requisite; as are excellent time management skills. In addition, minute takers must be emotionally intelligent, able to manage both themselves in terms of self-control, patience and interpersonal exchanges, and manage relationships with others, including the chair and the meeting participants.

Mastering this skills set represents a formidable challenge; particularly where the minute taker lacks self-confidence and assertiveness. Some may lack the necessary skills due to inadequate training - or no training at all - whereas others may possess the skills, but be applying them in the wrong way and experiencing frustration and stress as a result.

Some challenges may appear totally outside the minute taker's control. Ambiguous agreements, a vague agenda, interruptions and a poor chair are just some of the factors that can make minute taking a daunting task. In addition, minute takers often face an uphill struggle in executing their role due to the perceptions of others. Where minute taking takes place in a cultural environment that does not foster appreciation for the true professional nature of the role, then levels of support may be inadequate and provision of appropriate training...