Module 2a — Office
Correspondence
and Records
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Preparing to write a meeting record
What to do before the meeting
Before the meeting begins it is essential that you know the following:
- the purpose of the record or report (Is it for file or circulation, or both?)
- how much detail is expected
- the names and positions of the participants
- the agenda items
You should be able to find out these things from the chairperson or the convenor of the meeting.
What to do during the meeting
- Make sure you sit near the chairperson. This will enable you to hear better.
- If an agenda exists, have a copy and some coding device to link your notes to the agenda items.
- Do not try to record everything that is said. Try to focus on the essence of what was said rather than the details.
- Take notes on decisions made about agenda items.
- If any participant asks for something to be placed on record, you will need to ensure that you write down the statement accurately (it is best to check wording with the speaker immediately after the meeting).
- Gather up copies of any reports, etc. tabled at the meeting (these may become attachments to your record).
- Note in particular any agreement on follow-up action and make sure you note who has the responsibility for the follow-up.
Writing the record or report after the meeting
The most useful action you can take in writing the meeting report is to ensure that you do the job immediately after the meeting. Your chairperson will also appreciate a prompt draft of the report while the meeting is still fresh in his or her mind.
You will probably have taken more notes than you need. Your task is now to turn those notes into a document that is a useful record for those at the meeting; information for those who were not at the meeting; a file record for future reference; and a starting point for further work on items that may come up again in future meetings.