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The Recorder

  1. Keep a visual record of the meeting without editing or paraphrasing what people actually say. Don't write until the Leader tells you to!

  2. Check regularly with the Leader and Facilitator to ensure accuracy.

  3. Try to capture the words expressed, not your interpretation. When in doubt, ask for clarification.

  4. Use key words and phrases. Don't try for complete sentences, but do try to capture the complete idea.

  5. Keep mental track of what has been said and done, in case the Leader or Facilitator forget or lose track.

  6. If note-keeping is stopping the meeting from going forward, ask the Leader to name an assistant. (Large groups may need several of you!)

  7. If you use a brown or white board, copy the contents for the Leader or ask another person to copy contents on a sheet of paper.

This role is very important since the results are sometimes the only documentation of what occurred in the meeting. In general, if you are taking minutes which will be copied and sent to participants, include: the date, time, and place of the meeting and those in attendance; agenda items with brief discussions and major contributors; problems discussed and decisions made; action assignments and deadlines. A sample form follows.

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