Lessons for Local Party Secretaries: no. 5 - the meeting

You’ve got to the meeting. Time to find a seat. Some suggest that you sit next to the Chair, but not me. I tend to prefer a seat at the opposite end of the table, so that I have a view of everyone else, the Chair can see me frantically signalling that we need to move on and, if all else fails, I can leave in despair (not really…).

Minuting is an art. What you’re trying to do is the bureaucratic equivalent of juggling whilst riding a unicycle through a vat of custard. Your primary responsibility is to make sure that you have an accurate record of what happened, reflecting any debate that takes place. This does not mean a verbatim record, especially as there will usually be someone who has no idea what is going on, makes no contribution worth valuing, and likes to hear their own voice. Stopping them is, fortunately, the Chair’s problem…

It is imperative that you do get an accurate record. If you think that you’ve missed something, make sure that you seek clarification. If need be, summarise the position for your own benefit. You’ll be surprised how many people will appreciate it, as the chances of you being the only person in the room who doesn’t understand what is happening is remote.

However, this is where your preparations pay off. You don’t have to minute the reports, only the matters that arise from them. If those tabling reports are any good, there won’t be many questions. Better yet, and everyone will appreciate this, the only serious discussion will be about things that actually matter. And everyone can leave early…

Make sure that all of the business is done by checking each item off the agenda as it is completed, particularly useful if the Chair decides to vary the agenda for some reason. At the end of the meeting, make certain to pick a date for the next meeting, preferably the next three, as well as a venue. It’s one less thing to worry about in the run-up to the next meeting…