Tick Off Those Minutes

By Guy Perring

One of the most difficult and unpopular task for people who attend meetings is the writing of minutes. Most companies have their own conventions as regards the reporting of meetings. There are, however, some useful guidelines covering the general principles and practice. Let's take a look at both what to write and how to write it.

The point of minutes is to record the following:
* who was at the meeting
* who should have been there but was not
* what was discussed
* what actions were agreed upon
* who should be responsible for implementing each action
* deadlines and timetable for completing each action

Style

The spoken language used in a meeting is often quite informal, whereas the minutes of a meeting are expressed in a formal, written style. This means paying attention to such features as:

a) Choice of Vocabulary

Spoken Words:
"Get hold of Emma Davies, she's dealing with it. Her extension number is 335 if you want phone her."

Minutes:
The manager gave the Senior Cashier the name and telephone number of the person to be contacted.

b) Choice of the Passive

Spoken words:
"We will close the bank early on 28, 29 and 30 December, and on 2 January."

Minutes:
The bank will be closed early on 28, 29 and 30 December, and on 2 January.

c) Reporting Statements

There is extremely wide range of reporting expressions to choose from:

The Section Head said that....
* stated
* mentioned
* explained
* told the meeting
* informed the meeting

d) Requesting Something

Actual words:
"We need further details of the project."

Minutes:
The representative requested/asked for further details of the project.

e) Requesting Information

Actual words:
"When will the project start?"

Minutes:
The Head Finance asked/enquired when the project would start.

f) Reporting Opinions

Actual words:
"I think the meeting should be postponed until further information is available."

Minutes:
The Chairperson felt/considered/thought that the meeting should be postponed until further information was available.

Grammar of Reported Speech

All business writings require an accurate command of grammar. When writing the minutes of a meeting, it is especially important to have a reliable knowledge of the grammar of the reported speech.

a) When the minutes are written in the past tense - as they usually are - this has an effect on the verbs in the main part of the sentence:

Actual words:
"There will be a meeting next Wednesday."

Minutes:
The Chairperson agreed that a meeting would take place next Wednesday.

Will --> Would
Can --> Could
May --> Might
Must --> Had to
Shall --> Should/Would

b) Pronouns must also be changed:

Actual words:
"We must receive your calculations before the end of March, Lim."

Minutes:
He stressed that the company had to receive Lim's calculations before the end of March.

c) It is also necessary to change expressions of time:

Actual words:
"The project will be completed next week."

Minutes:
He promised that the project would be completed the following week.

The most common changes are:

* yesterday - the previous day/the day before
* today - that day
* next week/month/year - the following week/month/the year after
* two weeks ago - two weeks previously
* ten months ago - ten months previously

British Council Malaysia. Visit http://www.britishcouncil.org.my

Source: The Star, Friday 14 April 2006