Introduction
Good facilitation of Peer Support Networks includes writing up meeting notes. This Quick Guide will help you to develop your group’s method of note taking.
Let’s make it happen
Why are meeting notes important?
Taking and sharing really good meeting notes is a skill, and a powerful way to keep people engaged. Let’s look at why taking good notes is so important:
- Notes are a record of the work of the group, and mean actions can be tracked and previous discussion and decisions can be referred to
- Indicates to members that the group’s meetings are taken seriously
- Honours members’ participation and contributions
- Reminds members of what happened in the meeting, and builds enthusiasm
Taking good notes
People approach note taking in various ways, and you may have your own method. Here’s a clear and simple process for you to consider in taking peer network meeting notes:
Prepare
Make sure you have a structured template agreed and ready to go.
Here’s an example that would work well for peer network meetings, and which of course can be adapted to meet your needs.
EXAMPLE:
Date:23/06/2017
Present: Mary, Peter, Michelle, David, Bob. Guest: Sally (NDIA)
| Topic | Who | Notes | Action and who |
| Welcome | Mary | Main topic today will be setting a meeting calendar, and a speaker from NDIA | Nil |
| Check in – what’s alive in you today? | Peter | Feeling sad
Happy, looking forward to the meeting Some trouble my son is having at school Experiencing a lot of pain today Holiday excitement |
Nil |
| Setting a meeting calendar for the year | Mary | All agreed that fortnightly meetings are best | Put calendar in a table, send out with notes – Michelle |
| What does an NDIA planning meeting look like? | Sally (NDIA) | See attachment for Sally’s handout | Send electronic version of handout – Sally
Add attachment to meeting notes – Michelle |
Make sure someone has volunteered before the meeting to take the notes during the meeting. It is best if this is not the person also facilitating.
Support the note taker by sharing the meeting agenda with them before it starts. Share the note taking task around.
Take good notes
The most important thing a person can do to take good notes is to listen. Let people talk and follow what they are saying. Focus on capturing:
- Decisions
- Actions
- Information that really needs to be recorded
Don’t write everything – just the highlights. You can type directly into a template, or hand write if you prefer, typing the notes into the template later.
Sometimes if it’s a very important discussion a facilitator could make an audio recording of the meeting. Don’t forget to ask for consent from members to record if you are going to do this.
Review and tidy the notes
Soon after the meeting, tidy up your notes, correcting mistakes and clarifying, summarising or adding anything that wasn’t captured
Implement the notes
This might mean reminding people of the actions they are responsible for at the end of the meeting.
It also means sharing the notes with everyone when the notes are finished.
Useful web links:
The Centre of Excellence for Peer Support (mental health) has some great resources for peer support networks:
http://www.peersupportvic.org/index.php/2014-12-15-22-42-49/2014-12-16-02-22-27/Resources/
