Business Writing

Talk, tips, and best picks for writers on the job.

Syntax Training | Lynn Gaertner-Johnston

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January 05, 2006

Comments

ntombi

thanks great help indeed was busy with assignment you help me in no time i was finish

Anna

I have done one of your 'Don'ts. Started my own business, and had a meeting 5 days ago, with someone who I appointed to be my PR. We agreed that I would write down the minutes as soon as possible, but was really struggling on how to, until today.
Thank you very much for this useful website, its been a great help.
Anna

Lynn Gaertner-Johnston

Anna, good luck with your business--and your minutes! I hope you find this site useful as you face business writing challenges.

Lynn

Grace Kat

Hi. I've just been assigned the task of writing the meetings of our execom meeting. I'm total inexperienced but very willing to learn. I find it hard to get the keypoint or summary per agenda becuase of so many rebuttables and people giving comments that i might miss out a very important point if i shortened the whole convensation. I'm afraid that i might end up transcribing the whole meeting. I desperately need your help. Thank you and god bless you.

Lynn Gaertner-Johnston

Hi, Grace. If you are new at taking meeting notes, it is a good idea to tape record the meeting. Digital recorders allow you to have tracks, and you can create different tracks for different parts of the meeting. This feature is helpful if you want to listen again to just a certain part of the meeting to be sure you got the details down correctly.

My next online Meeting Notes Made Easy class is on May 12, 2011. You can find a link to the flyer for the class in the upper left corner of this site.

Good luck! Remember to breathe at the meeting.

Lynn

Akorful Rita

Please just give me an example of a minute writing.I am in JHS 3 who wants to know how 'minute writing' is writen.Please write one to me.

Fridah N.S

hi Lynn you have really made my day these tips will help me improve on my way of writing minutes.thanks.Fridah N.S.Uganda,East Africa.

Fridah N.S

Lynn now what if the company has its own format of writing minutes,is it okay for me to change it by following your tips?.Fridah N.S Uganda,East Africa

Fridah N.S

Lynn i request that you keep sending me such good information my Email is fridrisha-kib@yahoo.com am also linked to face book. thanks.Fridah N.S

Fridah N.S

Hi Lynn my question is,if the company i work for has its own way of writing minutes is it okay for me to use these tips to write the minutes?.Fridah N.S Uganda East Africa

Lynn Gaertner-Johnston

Fridah, I am glad you are excited about these ideas for writing meeting minutes.

Normally it is a good idea to produce minutes in the style of your company. However, you can suggest ways to make the minutes more efficient.

You can subscribe by email to this blog, "Business Writing," by clicking on the link at the top of the right column, under the word "Subscribe."

You can sign up for my free monthly e-newsletter, "Better Writing at Work," on this page: http://syntaxtraining.com/signup.html

I wish you success with your meeting minutes.

Lynn

Jessica Wape

I am a student being interested in the business skill of writing and developing meeting minute.I have read many source regarding this subject of interst and have learn many things. Among these source I have found out that this website is of a great help to me.Thankyou so much for that.

Lynn Gaertner-Johnston

Hello, Jessica. I am pleased that this site is helpful to you. Thank you for your thoughtfulness in writing a comment.

Lynn

Anna Haroun-Walsh

I usually recorded the minutes of meeting. I've taken five times minutes writing but still having difficulties to summarise.

Manish Kumar

Hi Lynn,

Very helpful article, beautifully presented. I shared with my whole team.

Great Thanks,
Manish.

Lynn Gaertner-Johnston

Hi, Anna. If you are taking the minutes in English, it might be a good idea to work with someone on your writing skills in English.

Good luck!

Lynn

Lynn Gaertner-Johnston

Hi, Manish. I am glad you found the information helpful. Thank you for commenting.

Lynn

dhammika silva

Thanks so much - good guidelines. Hope to have more in future.

dhammika

Sameer

hi i am looking for some one to hear my audio recorded and prepare a minutes of meeting for me.

Lynn Gaertner-Johnston

Sameer, if you want to hire a freelance writer, you may want to try Guru.com or Elance.com as a resource.

Lynn

Coco Rogers

Hi Lynn,

I hope you can clarify an issue I've just encountered for the first time in compiling formal meeting minutes. When one has two attendees with the same last name, what is the correct way to clarify which person is presenting within the minutes?

For example, let's say I have John Smith and Robert Smith. The meeting minutes format in my organization dictates that I write "Mr. Smith stated..." etc. When there are two "Mr. Smiths", should I use "Mr. John Smith" and "Mr. Robert Smith" throughout? Is it acceptable to write "Mr. John Smith" the first time John presents and then use "Mr. J. Smith"?

Thanks in advance for your help

Lynn Gaertner-Johnston

Hi, Coco. Interesting question! Since your style is to use "Mr. Smith," I think it makes perfect to use "Mr. John Smith" and "Mr. Robert Smith."

It also seems defensible to use "Mr. J. Smith" and "Mr. R. Smith."

I would not, however, mix "Mr. John Smith" with "Mr. J. Smith." It makes the reader pause to wonder whether you are referring to the same person.

These are my common-sense views. You may get different opinions from others.

Lynn

Coco Rogers

Lynn, this answers my question perfectly. I hadn't thought about the mixture of "Mr. John Smith" and "Mr. J. Smith" being confusing, so I'll stick to "Mr. Robert Smith" and "Mr. John Smith" throughout the minutes. I appreciate your help!

Leyla

Hi Lynn,
This article really helps me a lot in understanding the role of meeting minutes. Thank you very much!
Actually, in our weekly meeting, my manager will present his PPT file in details, and during the presentation all the members make discussions. After meeting, I have to send them the meeting minutes and attach the PPT file.
In this way, how should I write the meeting minutes and with what structure?

Lynn Gaertner-Johnston

Hi, Leyla. When you write the notes for your manager's presentation, include only essential points that are not on the PowerPoint, along with any action items and decisions.

If something is covered in the PowerPoint, you should not have to repeat it.

See if that approach works for your manager and the meeting participants.

Good luck!

Lynn

Leyla

Hi Lynn,

Thank you very much for the reply.

I will try. :)

Leyla

Temeka Cprdes

Hello this is my first time having a secretary position and i need to know how to write minutes. I panicked because i didn't know how to properly format writing minutes.I am happy i found your website on this.This opened up my eyes and now i have a clear vision. thank you so much.

Lynn Gaertner-Johnston

Temeka, thank you for commenting. I wish you well in your new position!

Lynn

Nkele

I am currently a Personal Assistant to excecutives i want to learn how to write minutes in the meeting please help i like my job description

Lynn Gaertner-Johnston

Nkele, I am teaching a class on meeting notes on December 14, 2011. Perhaps you can attend or purchase the recording. You can get information about the class on our website at http://syntaxtraining.com/upcomingclasses.html

Mishti

Hi Lynn
Could you please help me as I have to write meeting minutes regularly for our morning meeting in which we discuss some specific tasks assigned to some employees and Daily tasks assigned to Employees. Now i have to draft an illustration wherein I have to write How Daily Report should be written. Please Help.

Regards
Mishti

Lynn Gaertner-Johnston

Mishti, why not ask someone in your company for help? I do not have enough inside information to give you a useful response.

Best of luck,

Lynn

N

I have to take meetings for a committee at work. A committee member asked that the meeting minutes reflect the materials that where prepared for the meeting. Where would you recommend inserting the list of materials made available?

Lynn Gaertner-Johnston

N, I would list each set of materials under the part of the discussion it pertains to. For example, if one of the presenters gave a brief talk on safety, I would list his or her PowerPoint under that part of the agenda.

I hope that information helps.

Lynn

Teyagu

Hello,

Meeting minutes have a singular? Or is it always "I have to write a meeting minutes" instead of "I need to write a meeting minute?"

Thank you!

Lynn Gaertner-Johnston

Hello, Teyagu. The phrase "meeting minutes" does not have a singular form, and the article "a" is not used before it. You would NOT say "a meeting minutes." The correct sentence is "I have to write meeting minutes."

Lynn

Dora Okyere

i want to know some tenses to use in management and staff meetings

Lynn Gaertner-Johnston

Dora, I am not certain what you are requesting. I suggest you ask a coworker or your supervisor for suggestions.

Lynn

Mona

Hi Lynn, I am currently a secretary but i want to know more about how i can write a good corporate meeting minute.It is very useful for me..pls guide & provide me format. pls reply me..

Lynn Gaertner-Johnston

Hello, Mona. I am teaching an online class called Meeting Notes Made Easy on September 13. You can get information about the class here:
http://syntaxtraining.com/PDF/Meeting_Notes_Made_Easy_Sept_13_2012.pdf

Lynn

Vivian Gyau

i thank you so much for giving me tips of writing minutes. i was expecting you to give us an example of simple business staff meeting with all the points to gave to me. since my education level is low.
than you so much.

Vivian Gyau

hello my Helper,

i am to write a simple minutes concerning the welfare of nine (9)member staff welfare.

please how do i go about it? thank you

Lynn Gaertner-Johnston

Hello, Vivian. Please follow the suggestions above. Remember that minutes tell what happened at a meeting. Describe what happened by answering the questions I listed in my post (article) above.

Good luck!

Lynn

pamela mzinda

thanx for the tips they really helped me

Kimlive

I have been requested to be taking minutes during our Board Meetings. Please can you advise me the tense I shoud use when writing minutes. I know it is a reported speech.
Thanks
Kimlive

Lynn Gaertner-Johnston

Hello Kimlive. Use past tense. For example:

Mr. Clemson called the meeting to order.

The committee approved the expenditure.

Lynn

George DeYoung

Should minutes include the name of the person seconding a motion?

Lynn Gaertner-Johnston

No, not according to Robert's Rules of Order.

Lynn

Marjorie Beatty

Hello Lynn i am a shareholder of a small company and have to write the minutes for the meetings i have no idea how to begin or end could you please give me a sample please.
Thank you
Marjorie

Angela

am a secretary in a new organisation pls i want to know how to take a minute of the meeting during meeting,i have not taken minute before but now i have to. thank you Angela

Angela

Goodafternoon, iam newly employer in a new company as a secretary ma pls i want to learn how to take minute of the meeting.

worlu Rosemary

I want to learn how to write minutes bcos I will be going for interview on Tuesday 21st oy may 2013.pls send it to my mail.

Yvonne Miles

I am an experienced Administrative Professional but still freak when trying to take minutes. I want to write perfect minutes. Please help.

Yvonne

Lynn Gaertner-Johnston

Hello, Yvonne. Please check our website list of upcoming classes (both in person and online) at http://www.syntaxtraining.com. I normally teach the class Meeting Notes Made Easy about five times each year. The next one will be in September.

Lynn

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