Vergaderen en notuleren in het Engels, the way to do it!
Notuleren in het Engels. Dat is: ‘taking the minutes’.
Heeft dus niets met tijd te maken maar alles met het juist weergeven van de vergadering of het gesprek.
Een notulist heeft een belangrijke rol in het overleg. Hij of zij moet een juiste weergave kunnen geven van hetgeen besproken is. Ook helpt hij/zij de voorzitter (chairperson) om bijvoorbeeld de tijd en agendapunten in de gaten te houden.
Lees ook 13 tips over aan een vergadering deelnemen:
Een vergadering in het Engels voorbereiden, leiden en afsluiten
Hier zijn een aantal punten om rekening mee te houden.
Taking the Minutes
Maybe you are asked to take the minutes at a meeting. The best way is to ‘offer’ the job to someone who is not participating in the meeting. If you work in a big company someone is assigned to take the minutes, the ‘minute-taker’. (notulist)
Before a meeting the minute-taker should get the following things ready:
- The minutes from previous meetings or talks
- All of the names of the attendees (aanwezigen)
- The various items on the agenda
But before that there are some other things the minute-taker has to organise:
- A title for the meeting
- The location and time of the meeting
- A form to write the time the meeting started and ended
- The name of the chairperson
- A list of attendees that can be checked off(or an attendance list to sign)
Sample Minutes Outline:
Friday, June 7
Starting time: ________ Finish: ________
Person late to arrive:_________
Person early to depart:________
How the minutes are taken:
You could choose for pen and paper but mostly a laptop will be used.
There is no need to write down every word that is spoken. The main thing is that important points are written down, any votes on subjects or any results that come out of the meeting.
It is important that you make sure to register who said what. So make sure you know the names of the attendees. It is also handy to register where everybody was sitting, that makes it easier to remember.
Important is that the minute-taker should type out the minutes immediately after the meeting so that nothing is forgotten and properly registered.
Make sure to watch the time
One of the most difficult things about holding an effective meeting is staying within the time limits. A good agenda will outline how long each item should take. The right chairperson will do his/her best to stay within the time limits.
As a minute-taker you should help the chairperson with this.
Here are some expressions that can be used to keep the meeting flowing as it should.
- Sorry, but we’ve spent enough time on this topic.
- We’re running short on time, so let’s move on.
- We’re running behind schedule, so we’ll have to skip one of the next items.
- We only have twenty minutes remaining and there’s a lot left to cover yet.
- If we don’t move on, we’ll run right into other appointments people have.
- We’ve spent too long on this issue, so we’ll leave it for now.
- We’ll have to come back to this at a later time or in the next meeting.
- We won’t reach a decision on this, so let’s move on.
It is easy to get carried away and off topic when you get a variety of people in the same room. It is the chairperson’s responsibility to keep the discussion focused and the minute-taker can help with this.
Here are some expressions to keep the meeting centred and focussed on the items on the agenda.
- Let’s stick to what is important, shall we?
- I think we’re steering off topic with this.
- I’m afraid we’ve strayed from the matter at hand.
- You can discuss this issue among yourselves at another time.
- We’ve lost complete sight of the point here.
- This matter is for another time, it is not on today’s agenda.
- Let’s save this for another meeting. Will we set a date?
- Getting back to item number 8 on the agenda.
- So what will we do next? Vote on it?
Voting on a subject
When issues cannot be resolved or decisions cannot be easily made, they are often put to a vote. Voting on a subject can be simple by people raising their hands in favour or in opposition of an issue. In an open vote, you will see the results immediately.
Sometimes a vote is private. Attendees fill out ballots and put them in a box to be counted. The results may not be counted until after the meeting.
When you have an open vote, these expressions can be used:
- Who is in favour?
(Those who agree raise their hands)
- Who is opposed?
- Motion to introduce a new CRM system by William.
(Suggestions or ideas that are put to a vote are called motions)
- Motion to introduce a new CRM system is seconded by Lisa.
(When someone else agrees with the motion, it is seconded.)
When a motion is voted and agreed upon it is carried. When it is voted and people disagree with the motion it is failed. When there are as many people for as against it, is a tie. Sometimes the chairperson makes a decision in this case.
Comments, feedback and questions
During the meeting, participants will give comments, provide feedback, or ask questions about various issues.
Some polite ways to do so:
- If I could just come in here…
- Could you elaborate on that, please.
- I think you are blowing this out of proportion.
- I’m afraid I’d have to disagree about this matter.
- Could I just say one other thing?
- I’m really glad you brought that up, Debby.
- I couldn’t agree with you more.
- I completely disagree on that
- Peter, could you please speak slower. You are hard to follow.
- If I could have a chance to speak for a moment please
- We don’t seem to be getting anywhere with this.
- This is getting out of hand, perhaps we should postpone the meeting
- Perhaps we should come back to this at another time?
So you are all set for the next meeting. Good luck.