Notes

Outline

Accurate Notes &  Professional Minutes Customized & Workplace Training Portland Community College Facilitated by George Knox

Workshop Overview I. “Listening” A. Perceptual Styles B. Active Listening C. Practice II. Note Taking A. Methods B. Tips and Strategies C. Practice III. Meeting Minutes A. Methods B. Tips and Strategies C. Practice IV. Resources A. Bibliography B. Web Sites

Perception Studies show that we all have preferred “perceptual styles” Speaker’s preferences may be different than audience’s Effective perception combines styles

Perceptual Styles (Adapted from Dunn and Dunn Learning Styles Model)

Perceptual Styles (Cont.) Perceptual styles are only preferences Most people utilize more than one style Most people can learn to use different styles SO Recognize your preference, but learn to use the style(s) that work best for each situation

Listening    The process of receiving, constructing meaning from, and responding to spoken and/or nonverbal messages Source: International Listening  Association

Listening Facts Some interesting statistics . . . How much of what we know that we have learned by listening? 85% How much we usually recall immediately after we listen to someone talk? 50% How much we remember of what we hear? 20% We listen at 125-250 words per minute, but think at 1000-3000 words per minute. Source: International Listening Association

Active Listening (Care and Participate)

Listen for … Main points Details Examples Restatements Summaries Separate from … Noise (Repetition, Non-relevant info, Emoting)

Listening Tips Listen for Structural Cues: Intro/Body/Summary, Transitions Look for Non-Verbal Cues: Facial expression, Body position, Gestures Listen for Auditory Cues: Voice Volume, Pacing and Emotion Look for Visual Cues: Visual Aids, Notes, Agendas, Lighting

Note Taking Purpose? Record Document Reference Guide Learn Remember

Note Taking Methods Text-Based: The Cornell Method The Outline Method The Sentence Method Image-Based: The Mapping Method The Charting Method

Cornell Method Organized way to record and review Focus on major ideas and concepts Good way to learn and memorize Requires editing for document design

Outline Method Topic/Issue Title Main Idea #1 - Support/Detail #1 -Support/Detail #2 -Examples Main Idea #2 -Support/Detail #1 -Examples -Exceptions -Support/Detail #2 Records content and relationship Deductive or inductive Reduces editing for document design Works well for linear content Less effective for non-linear content Difficult w/ fast speakers

Sentence Method Topic/Issue Title wrt evry idea/fact on own line # each idea/fact in ordr abbrv. wrds & sntcs try 2 ctch evry pnt made by spkr Records content as presented Gets more/all of info Works well w/heavy content or fast speaker May be  difficult to see relationships Requires editing

Mapping Method Visual representation of relationships Additional visuals can include color, shading & numbering Good for heavy content w/out order Editing required to add structure

Charting Method Uses categories to record information Reduces writing Provides easy review and good overview Good for heavy content w/ order Requires appropriate categories

Note Taking Tools Shorthand Audio Recorders DVR vs. Cassettes Laptop/Notebook PC Dvorak Keyboard? PDA/Palmtop Stowaway Keyboard Whiteboard PC Tablets/SmartPad

Some Thoughts On… Typing: Don’t transcribe! (Note taking is not transcription) Typing may distract speakers – ask first Batteries/Power? Keep paper and pen handy for non-text notes Bring a backup Recording: Ask first (Polite/Legal) Use DVR for easy search, storing, edit and retrieval Learn and use features Check equipment before and during Bring small earphones Bring a backup

Note Taking Tips Before the meeting/presentation: Read the agenda/program description Think about what is likely to be covered Review previous minutes/notes Prepare note taking materials and tools Confirm time and place

Note Taking Tips During the meeting/presentation: Sit close to the speaker or meeting leader Use the note taking method and tools that work best (for you and/or for the setting) Practice “active listening” Focus on major ideas, detail and examples Note your responses and questions Write in short phrases & abbreviated words Use one side of paper, skip lines, cross out errors and “move on” Ask questions to clarify or to slow speaker

Note Taking Tips After the meeting/presentation: Mentally review notes after event (What was important?  What action is required?) Read and edit notes as soon as possible Fill in gaps (which may require follow-up) Write any required summaries, minutes, etc. as soon as possible File notes where you’ll be able to find them

Meeting Minutes Purpose: Final, accurate record of official proceedings Records motions and results during meeting Legal and/or contractual implications Used at next meeting to clarify past action

Structure of Meeting Minutes Minutes are organized by agenda (what happens in the meeting) and style (how the minutes will be used) Formal meetings (and minutes) are based on Parliamentary Form (Robert’s Rules of Order, sec. 60) and are either organizational or operational in function

Meeting Minutes Styles Report – A full, narrative record of all discussions w/ names of all speakers, movers and seconders of any motions Minutes of Narration – Records all motions and parties with some discussion (only relevant details) Minutes of Resolution – Records wording of passed resolutions (w/out movers and seconders) using introduction: “RESOLVED THAT”

Formal Minutes Heading – Name of association, Type of meeting, Date, Time, Place Attendance – Attending members, Absent members, Guests, Chairperson, Secretary Minutes of past meeting – Approved w/out correction/Approved w/ correction/Not read Announcements Old Business Motions and Resolutions Reports, Appointments, Assignments New Business (Action Items) Motions and Resolutions Reports, Appointments, Assignments Adjournment – Who adjourned, Time Next Meeting – Date, Time, Place Signatures – Secretary and Chairperson

Informal Minutes Heading Attendance Action taken and results Action planned, responsible parties and deadlines Next meeting Recorder’s name and date

What to Record Do record: Motions and resolutions verbatim Names of speakers, movers and seconders Summaries of discussions Record of vote New information Action planned, responsible parties and deadlines Do not record: Old material Redundant info Personal comments or observations Discussion before or after meeting Secretary’s feelings or reactions Discussion excluded by chairperson

Tips for Taking Minutes Read Robert’s Rules of Order Have an agenda and a copy of the last meeting minutes Have a list of all committee members (and check off attendees) or use sign-in sheet Ask for introductions and create seating map Encourage the Chairperson/committee not to deviate from agenda  Use an audio recorder as a back-up Record every action taken Be ready to read back motions and resolutions Write minutes up as soon after meeting as possible Have Chairperson review a draft before finalizing

Final Thoughts The key to good minutes is good note taking.  The key to good note taking is good listening.

Suggested Reading Practical Approaches to Individualizing Staff Development for Adults.  Dunn R. & K. Dunn. 1988. Impact of perceptual preferences on adults’ corporate training and achievement. Educational Administration and Supervision Journal. 1995 Are You Listening? R. G. Nichols. 1957. Listening in Everyday Life.  M. Purdy & D. Borisoff. 1996. Essential Study Strategies. Walter Pauk. 2000 Study Smarter, Not Harder. K. Paul. 1996. Robert’s Rules of Order.  Gen. H.M. Robert. (Various editions) Art of Taking Minutes. Delores Docterman. 1982. The Corporate Minutes Book: The Legal Guide to Taking Care of Corporate Business. A. Mancuso. 2002.

Web Resources Workshop Website (http://puck.topcities.com/workshop/workshop_notes.htm) Learning Styles Overview (http://www.geocities.com/~educationplace/ls.html) International Listening Association (http://www.listen.org) Robert’s Rules of Order – 1915 Public Domain (http://www.constitution.org/rror/rror--00.htm)