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February 25, 2016

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George Raymond

Who will receive this information? Depending on the recipient list, some items could be important and even warrant expansion: Did you know we have a risk-management committee? Allied is finally talking with us! What's holding up the big XYZ proposal? And...what's the refreshment policy change?

Laura

I agree with your analysis on all of these, so long as we are discussing private BUSINESS organizations. If this is a public organization where you must be accountable, the rules change. You might need more of an accounting of what was discussed, though not EVERYTHING that was discussed. Certainly capture decisions made and vote counts for the official record.

Tiffany

Great post!!! As someone who is responsible for multiple committee meeting notes, this is going to make the task a LOT easier!

Lynn Gaertner-Johnston

Hi George,

I appreciate your comment. You are right that key points should appear in meeting notes. Too often though we rely on meeting notes to communicate news to the organization. That's not their purpose.

Let's send out an email letting people know about the change in the refreshment policy, and let's have managers post that email. And if people don't know we have a risk-management committee, let's tell them in a newsletter article, a blog post, or an email announcement.

In our meeting notes, we can include the decisions of the risk-management committee. Or let's attach to the meeting notes the presenter's slides. Let's not make the meeting note-taker do the work of introducing the committee to the organization or the public.

Regarding the proposal Alejandra is almost finished editing, let's turn that around to an action item. Who is going to proofread, approve, and send out the proposal?

I'm voting for meeting notes that focus on key points, decisions, and action items--not news.

I always appreciate your perspective.

Lynn

Lynn Gaertner-Johnston

Hi Laura,

We agree that decisions and vote counts belong in the public record. Was there anything in the material I cut that you would have kept in the minutes? I think the edits are appropriate, even for public organizations.

According to Robert's Rules of Order, which people follow in meetings run by parliamentary procedure, it is wrong to include discussion. The minutes should include what was done, not what was said.

Thanks for commenting.

Lynn

Lynn Gaertner-Johnston

Tiffany, thanks for sharing your enthusiasm. I am delighted by the idea of saving you time and effort.

Lynn

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