A   C o m p r e h e n s i v e   M a n u a l

The Role of the Note taker/Recorder

the notes so everyone can know who

was at the meeting;

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The recorder keeps track of what is

said in the group by writing it down;

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It is very important to get down every

decision that the group makes; perhaps

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Sometimes it is useful for the group to

these should be starred (*).  In addition

see what is said at the meeting (e.g.,  a

to decisions the next steps or action

brainstorm of possible fund raisers) so

plan should be recorded, as well as

they can prioritize or decide.  In this

who took responsibility to do what.  At

case recording what was said on a

the end of the meeting it may be help 

chalkboard or on a big piece of paper is

ful for the note taker to read back the

most useful;

starred (*) items and who agreed to do

what so that the group members can

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Notes often are taken in a notebook so

make sure they are clear on the deci 

that an on going record of a group's

sions they made and what responsibili 

decisions, plans, ideas, issues, etc.

ties they have, or that the recorder has

exists.  It is useful for everyone in the

been accurate in what she/he has

group to know where the notebook is

recorded;  

so that if necessary it can be referred to

between meetings;  

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It is often helpful to write down the gist

of a discussion, especially when there

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Sometimes a group will want the notes

is disagreement;

of a meeting (also sometimes called

minutes) copied and distributed to

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A good note taker can synthesize and

group members right after a meeting.

organize material in a visual form

This is especially helpful for group

(lists, charts, outlines);

members who missed a meeting.  If

minutes are to be sent out, getting them

out as soon after a meeting as possible

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The job of recorder contains a certain

amount of power, since what's record 

is best (email makes this extremely

ed can influence how the group per 

easy). Minutes can also announce and

ceives itself, its agreements, goals, etc.

remind folks when the next meeting

It is an abuse of that power to not accu 

will be held.  It is still a good idea to

rately record ideas/decisions that are

have one official group notebook

contrary to your own beliefs.  It is

which contains a copy of all the min 

important to try and be as  objective 

utes, even if each member gets her/his

as possible;

own copy;  

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Take notes neatly or re write/type them

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The group recorder can't take down

after the meeting; and

every word that is said at a meeting, so

part of the job is to decide what to

record, which details are important and

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Include information about the next

meeting (when and where) and who

which are not;

will facilitate in case anyone has some 

thing they want to get on the agenda.

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It is often useful to send around an

attendance sheet and include this with

M a n a g i n g   Y o u r   G r o u p

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