University of South Florida Paper Minutes Memo and Reflection Paper

Question Description

I’m working on a Communications question and need guidance to help me study.

For your final project you will be synthesizing what you’ve learned from the earlier sections of class. From the rhetoric module you will be assessing the needs of audiences, from the professional communication module, you will be producing documents that align with your view of professional communication and formatting documents, and from the listening module, you will be practicing interactive listening as you produce the assignment.

The goal of the final project is to take meeting minutes and distribute them effectively (along with a memo). You will be taking meeting minutes for a Hillsborough County Board of County Commissioners Meeting (HCBCC). They are available here: https://www.youtube.com/c/HillsboroughCountyMeetings/videos (Links to an external site.). The HBCBoCC oversees county budget and operating expenditures. The govern budgets over arts programs, urban development, recreation services, and more. For more information on the HBCBoCC see https://www.visittampabay.com/listings/hillsborough-county-board-of-county-commissioners/4632/ (Links to an external site.).

Your meeting minutes are being written to serve interested citizens in Hillsborough County. What is an interested citizen? Return to the readings on rhetorical theory, especially Susan Jarratt, where she describes the civic function of public communication. Your job as a minute taker is not to record verbatim the activity of the meeting—in addition to that being impossible, your audience needs the information framed for them so they can best understand it quickly. You may also find the articles on meeting minutes from Kauffeld et al. and Wolfe helpful. For example, Kauffeld et al. provide strategies for producing helpful meeting minutes. Moreover, your meeting minutes need to be written in a way that you have deemed as “professional.” Your history of professional communication project should help you decide what that would mean in this instance. Again, if you’re having trouble deciding, you may want to look at the Kauffeld et al. article. After you’ve completed the minutes, you will write a memo that helps your interested citizens understand what happened. The memo should be written in a professional format as well. If you’d like example of memos, see the OWL at Purdue’s site: https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/memos/index.html (Links to an external site.).

After you’ve completed your meeting minutes and memo, you’ll write a reflection for me. This is a critical reflection to help me better understand the professional decisions you made as you took minutes and designed the documents for distribution. You should follow the format described in the OWL at Purdue’s descriptive essays section: https://owl.purdue.edu/owl/general_writing/academic_writing/essay_writing/descriptive_essays.html (Links to an external site.).

So, the final assignment consists of three parts. 1.) The meeting minutes you took. 2.) A memo that you wrote to be distributed with the meeting minutes. 3.) A reflection on the strategies that you used as you wrote the minutes and memo. Because this is graded, I have provided a rubric below so that you can know you’re doing well. Beyond that, though, I will provide extra credit for any memos that are completed so that I would feel confident letting you send them to a city email list.

RUBRIC

Meeting Minutes

  1. Two pages in length, single-spaced and one-inch margins with a 12-point serif font.
  2. Memo uses a standard memo header that is designed like one of the examples from the Wolfe article.
  3. Meeting minutes read flow and use one writer’s voice.
  4. Major points and points of discussion are easy to understand.

Memo

  1. Memo identifies the major goal(s) and points of interest of the meeting.
  2. Memo is designed so that it is easy to read/scan.
  3. Memo provides instructions for what the reader should do with the minutes and if they need to act
  4. Memo is 2-5 paragraphs.
  5. Memo includes a professional signature appropriate for taking meeting minutes for the Hillsborough County Board of County Commissioners Meeting. For example, mine would be:

Nathan R. Johnson

Assistant Professor

University of South Florida

nathanjohnson@usf.edu

Reflection

  1. Reflection sites at least one source from each module. The source could include the major assignment you wrote for the module.
  2. Reflection is two pages in length, double-spaced and one-inch margins with a 12-point serif font.
  3. Reflection identifies the strategies that were used to write and design both the memo and the minutes.
  4. Reflection is free of grammar and spelling errors.

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