Y5 | Note Taking
Instructions
A summary report of each workgroup session must be prepared by workgroup leaders in conjunction with note takers. Therefore, note takers should use the note-taking form provided to independently note down:
a) all main points and questions raised showing the general direction of the discussion
b) action items including the timeline for completion and names and affiliation of those charged with the tasks
c) any items that were not addressed or assigned to anyone and that need a follow-up
If the session chairs provide a Word document agenda for their session, notes can be taken directly on the agenda, in the order in which items are addressed at the session.
A few important points to remember:
The most crucial thing for the summaries is the list of ACTION ITEMS, with the timeline for completion of the task and the name(s) of the person or persons responsible. E.g., Train new RAs to use the acoustic camera – Malte Kob – September-December 2020
The entire discussion does not need to be transcribed but if there are major points in the agenda, they should be listed, perhaps with a brief summary of the conversation or explanation of anything interesting that happens, etc.
If the discussion veers far off of the agenda, please at least take note of this (we often label this as “other business” in formal minutes so you can add that section in your form, if needed)
The Follow-Up section is for noting things that should be done but have not yet crystallized into solid ACTION ITEMS with a timeline or responsible person. This is sort of like the wish list. When people say stuff like: “Wouldn’t it be great if we could have a spin-off project where we apply Julie Delisle’s flute timbre analysis to all the woodwinds and eventually the entire orchestra, maybe even the singing voice?” This would be a Follow-Up item and maybe by next year, it will develop into an ACTION ITEM. Do not combine follow-up items and action items.
Try to use a formal language and avoid adding quotes, rhetorical questions, or incomplete sentences followed by an ellipsis.