Category: General

Have you ever noticed that there are varying lengths of dashes? The well-known short one (the hyphen -) and the two other, less well-known, versions (the en dash (–) and the em dash (—))? If you have, but aren’t sure when to use those longer ones, you’re not alone. We will cut through the confusion on this topic and highlight the differences with examples and simple tips.

Getting to Know the Dashes

It is a common misconception that these dashes are interchangeable. Likewise, many people can rely too much on the standard hyphen for everything. However, while often overlooked, correct dash usage is essential for clarity and professionalism.

The Hyphen (-)

The hyphen is the shortest of the three dashes. The hyphen is used to connect words or numbers, such as phone numbers (123-456-7890), compound descriptors (“part-time”), or newly coined terms (“blue-greyish”). It also joins elements, such as “well-known,” “cost-effective,” and creates more complex constructions, such as “award-winning-sounding.”

Yet, it is important to note that not all compound words need a hyphen. For example, some are always single words (“bookstore”), some are always separated (“high school”), and others depend on convention and context. Importantly, compound words often have exceptions, so double-check when unsure. The hyphen is the most commonly used and familiar of the dashes and helps writers provide context and clarity when used correctly.

The En Dash (–)

The en dash, slightly longer than the hyphen but shorter than the em dash, is often misunderstood. Its primary function is to represent a range of values, such as dates, numbers, or locations. Examples include “June–August” or “pages 22–40.” The en dash is typically a substitute for the word “through.”

Unlike the hyphen, the en dash is not a standard keyboard button. The use of the en dash may require the use of a word processor’s special character menu or a specific keyboard shortcut.

The Em Dash (—)

Interestingly, the original reason for the names ‘en dash’ and ‘em dash’ was because the first should be the length of an ‘n’ and the second the length of an ‘m.’   

The em dash brings emphasis and clarity to a sentence when used appropriately. The em dash can serve in place of parentheses, providing a less formal and more visually engaging separation of thoughts. It may also stand in for a colon, introducing a conclusion, explanation, or extra detail at the end of a sentence. In situations where too many commas may clutter a sentence, the em dash offers a clean alternative, helping to maintain clarity and flow.

Consider the following examples:

• Harry sampled the bakery’s new pastry—and the results were less than favorable.

• Our board includes three officers—Sarah May, President; Frank Stewart, Treasurer; and Alexandra Gill, Secretary—and two directors at large.

• The budget meeting—scheduled for next Monday—is expected to be contentious.

The em dash is highly adaptable. It can neatly set off supplementary information, make a pause, help organize lists with internal commas, and inject nuance into written communication.

Things That Get Weird (Because of Dashes)

• If you’re using em dashes to surround a phrase—like this one—drop the commas. Let the dash do its thing.

• Have a question or exclamation inside those dashes? The punctuation stays inside, like this—can you believe it? —and not outside.

• Parentheses inside dashes and dashes inside parentheses introduce a level of complexity we don’t need to explore right now, but this does indeed occur.

One Last Thing

If this all still feels confusing, don’t worry. The differences between the three dashes are nuanced and not well known on the whole. However, if you want that professional touch, need to put together a formal report, a published article, or expect a red pen, it helps to know your dashes.

And if all else fails and you don’t have a professional editor at hand? Choose one type of dash and use it consistently.

Every great board or committee begins with one thing: the organizational meeting. It is the humble beginning that will establish the structure, authority, and direction of the group for the future.

What is an Organizational Meeting, and why is it Important?

An organizational meeting is the first formal meeting for a newly formed board, committee, or other governing body. It is the meeting that allows the group to specify leadership roles, delineate decision-making processes, and establish key operating ground rules. Sometimes, it is called an inaugural meeting, a turnover meeting, a board organization meeting, or a post-election meeting. Regardless of the name, the function is the same: establishing order and clarity from the onset.

Given the importance of this meeting, it is equally important that the meeting be prepared for with the utmost care and accurately documented.

What’s on the Agenda?

The agenda for an organizational meeting often involves significant governance decisions, such as:

• Electing officers, the chair, secretary, treasurer, and other significant posts

• Scheduling meetings and other important activities

• Voting on or reviewing bylaws and notable policies to guide the organization’s work

• Reviewing or confirming professional service providers such as community managers, auditors, or lawyers

• Granting signing authority over bank accounts and other legally binding documents

• Determining strategic priorities

The agenda for an organizational meeting acts as a checklist of the items the board or other group needs to consider and that are required to help it function effectively.

When Should an Organizational Meeting be Held?

Typically, organizational meetings are held at crucial transition points, such as:

• Directly following an annual general meeting (AGM), especially after the election of new board members

• Following the incorporation of a new organization, association, or corporate entity

• After a significant restructuring, e.g., a merger, acquisition, or executive change

Which Industries Require Organizational Meetings?

Organizational meetings are common in sectors where boards or governing groups are entrusted with the supervision of an organization. These include:

• Condominium and strata boards

• Homeowners’ associations (HOAs)

• Non-profit and charitable organizations

• Municipal committees and commissions

• Indigenous government groups and economic development corporations

• Recently formed corporations or partnerships

• Professional or industry associations

Where there is a formal governance structure, there is usually an organizational meeting.

How Long are Organizational Meetings?

Organizational meetings are typically brief and streamlined, and often last between 15 and 60 minutes. The length of the meeting will depend on:

• The number of agenda items

• Experience level of participants 

• The extent of prior preparation or the direction provided

If a board is well-prepared, these meetings can move quickly and precisely through important decisions.

What Should be Included in the Minutes?

Minutes from an organizational meeting should include:

• A record of all attendees (including outgoing and incoming board members, if there are any)

• Assignments and designations, such as signing authority or membership in a committee

• Adoption of bylaws, meeting schedules, or other governing documents

• The timetable and agenda for future meetings

• Motion, seconders, vote results, and any other crucial procedural process

Other Minute-Taking Considerations for Organizational Meetings

The outcomes of organizational meetings are long-term in nature, and therefore, professional and detailed documentation is essential. Before the meeting, minute takers should clarify:

• Whether you are employing Robert’s Rules of Order or a different procedural framework

• Whether particular votes or resolutions require complete records (e.g, roll-call votes or special resolutions)

When writing the minutes, minute takers need to:

• Be objective, since the minutes may be later referred to during a dispute or audit

• Document any conflicts of interest, abstentions, or irregularities

• Use formal language for noting appointments, mandates, and resolutions

Objectivity and precision are especially important during the election of officers and while documenting functions concerning legal authority.

The Value of Accurate Documentation

Minutes from an organizational meeting are typically legally binding, and precision is key:

• Banks may ask for certified minutes to confirm who is authorized to sign on an organization’s behalf 

• Regulators or auditors may rely on them to review the board’s legitimacy, decisions, and procedures

• Future leaders can go through these records to understand the board structure and intentions 

Incomplete or disorganized minutes can lead to misunderstandings or render a decision void. Precise documentation of a meeting will protect the organization and facilitate the effective transition of the governing body. 

Final Takeaway 

Meetings at the organizational level can seem procedural, but are indispensable. This is because they fashion a new board’s power, determine continuity, and solidify the governing responsibility of the organization. 

A knowledgeable minute taker brings discipline to organizational meetings as well as objectivity and precision. Which, in turn, ensures accurately recorded meeting minutes that are legally sound and by best practices. It’s important to remember that how you start will often define how you will take charge of the sphere of governance.

If you’ve ever paused mid-sentence and wondered whether that last comma before “and” really matters, you’re not alone. That punctuation mark, called the Oxford comma, has sparked debates in courtrooms, classrooms, and newsrooms alike.

At Minutes Solutions, however, we use the Oxford comma. Always. Here’s why.

First, What Is the Oxford Comma?

The Oxford comma (also called the serial comma, series comma, or Harvard comma) is the comma that is placed immediately before the final conjunction—usually “and”, “or”, or “nor”—in a list of three or more items. For an example, look at the next sentence:

“We brought notebooks, pens, and highlighters.”

The comma after “pens” is the Oxford comma. Some people skip it. We don’t.

Clarity Is King

Without the Oxford comma, meaning can get muddy fast. Take this example:

• Without Oxford comma: “She dedicated the book to her parents, Oprah and Einstein.”
  
• With Oxford comma: “She dedicated the book to her parents, Oprah, and Einstein.”

The first version makes it sound as though the author’s parents are Oprah and Einstein. The second version? Clear as day.

When you’re writing for meeting minutes, contracts, or public records, ambiguity isn’t just inconvenient. It’s risky. The Oxford comma adds a small, but powerful layer of clarity that helps your words do exactly what they’re meant to do: communicate.

It’s Not Just About Grammar, But About Trust

When we write something down, especially on behalf of others, we’re creating a record. Readers assume that record reflects what was intended, not just what was typed. That’s why consistency and precision matter.

Using the Oxford comma signals that we’ve thought carefully about how we write each sentence. The Oxford comma is a mark of diligence: a mark that quietly supports credibility, professionalism, and trust.

A Comma That’s Been to Court

In 2018, a group of Maine truck drivers won a $5-million lawsuit because of one missing comma in a labour law. The absence of an Oxford comma changed how the law was interpreted. The courts ruled in favor of the drivers.

This was the portion of the law in question:

“The canning, processing, preserving, freezing, drying, marketing, storing, packing for shipment or distribution of:

(1) Agricultural produce;

(2) Meat and fish products; and

(3) Perishable foods.” 

Because there was no comma between “shipment” and “or distribution,” the court interpreted the phrase as referring only to the act of packing, not distributing. Even though the drivers distributed the goods and didn’t pack them as well, the drivers were eligible for overtime.

That single punctuation mark meant the difference between denied and approved overtime pay.

Even the Digital World Is on Board

Grammar checkers, from Microsoft Word’s tool to Grammar.ly to browser based AI tools, usually default to Oxford comma recommendations. The Oxford comma is now widely recognized as a best practice, and not a personal preference.

Final Thought: The Smallest Mark With the Biggest Impact

Minutes Solutions uses the Oxford comma because it makes writing clearer, cleaner, and more reliable. When you’re responsible for documenting decisions, capturing outcomes, or creating permanent records, clear and reliable is exactly what you want.

While it may be tiny, the Oxford comma does a lot of heavy lifting. We’re happy to keep it on the job.