Activity 7: Improving minutes

Module 2a — Office
Correspondence
and Records

SECTION 1: Correspondence, conveying a message

SECTION 2: Types of messages

SECTION 3: Meeting records

Assignment preparation task 9

Minute-taking phobia

The vocabulary of formal meetings

Types of meeting records

What should minutes contain?

Organizing a summary record

Preparing to write a meeting record

Tips for taking notes

The language of meeting records

Assignment preparation task 10

Activity 7: Improving minutes

Identify weaknesses in the extracts below and then rewrite them to improve their effectiveness.

Extract: The first part of the agenda focused on a comprehensive presentation of the development of an ILO Working Strategy. John Ssssss introduced the activity's background to the members, stressing that the activity is housed within UNICEF. He then introduced George Vvvvvv, UNICEF Senior Human Resources Officer, Organizational Learning and Development, who will be working full time on this activity, beginning 15 April 2006. George proceeded to describe in detail…
What is the weakness?
Compare	rambling description of the meeting rather than a distillation of its essence
Type in a revision.
Compare	Development of an ILO Working Strategy George Vvvvvv, Senior Human Resources Officer, Organizational Learning and Development, took the group through the project. George will be working on it at UNICEF full time from 15 April 2006.

Extract: Two papers (Proposal for an InFocus Programme on Crisis Response and Reconstruction) were reviewed by the group and should be revised and submitted to the meeting on Thursday, 10 December. The first one pertaining to.
What is the weakness?
Compare	Two papers mentioned but only one named. The action is quite hidden in body of minutes. It should be separated from other text as an action point.
Type in a revision.
Compare	Two papers (Title 1 and Title 2) were reviewed by the group. The first one pertained to. Action: Group to revise the papers and submit to the meeting on Thursday 10 December.

Extract: Reference was made to the AA conference which Dr T attended where 40 countries were represented. She mentioned that it had been a rather low profile event since only few ministers had attended as some sent representatives.
What is the weakness?
Compare	Too wordy for value of the point.
Type in a revision.
Compare	Dr T attended the AA conference at which 40 countries were represented but few by ministers.

Extract: The suggestion of an international advisory committee to be explored further.
What is the weakness?
Compare	Too non-specific for action required.
Type in a revision.
Compare	International advisory committee to be placed on next month's meeting agenda. Or AB to prepare a short paper on the case for an international advisory committee by .

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