Conducting of a Meeting and Writing of Minutes

8/12/2019 Conducting of a Meeting and Writing of Minutes

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What is a Meeting?A scheduled gathering of group members for a structured

discussion guided by a designated chairperson

21 March 2014 1Dr. Md. Shamsul Arefin


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Essential Meeting Elements

1. Notice

2. Agenda

3. Preparing for Working Paper

4. Schedule of the meeting

6. Participants of the meeting

5. Chairperson of the meeting



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Essential Meeting Elements



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The Need for Agendas

AgendaThe outline of items to be discussed and

tasks to be accomplished during a meeting

An agenda . . . is an organizational tool.

helps members prepare for a meeting.

is a time management tool.

provides a measure of success.



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A Meeting Agenda

Purpose of Meeting

Names of GroupMemberspresentor absent

Date, Time, andPlace

Call to Order

Approval of theAgenda

Approval of PreviousMeetings Minutes

Comments ofIndividual andCommittee Reports



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Conduc t ing of a meet ing

Supporting staff

Institution

Committee

Chair

Participants

Beneficiary Group

Committee

Chairperson

Faculty,

participants

Staff



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Three Stages o f the meet ing

Before During After

Confirm

acknowledgement

confirm by Phone if

possible

Logistics required

Materials Sent to

Team

Additional documents

Sending NoticeWorking paper

Microphone

Odeo visual systems

Sound systems

Agenda

Writing of

MinutesSending

of minutes

to the

participants



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CONDUCTING A MEETING

Why have a meeting ?

To solve a problem

To make a decisionTo develop a plan

To gather or convey information

To get a response to information



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Conduc t ing of Meet ing

DecisionGet CooperationTo reach a consensusEnsure

Coordination TEXTOutcomes

Objectivesof Meetings

Findings

Significant AccomplishmentsSuggestions, Recommendations, Requirements



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Writ ing the Report*DO

Speak directly to the participants Respond to the participants

Concentrate on the fundamentals

Cover all areas of activity, including off-cite,

Provide rationale and evidence for the recommendations

Make clear distinctions between suggestions, recommendations andrequirements.

Emphasize the importance of outcomes

DONT

Be highly prescriptive.

Name individuals.

Cite specific formulas, solutions,



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Writ ing Tips

Successful Meeting means. Clear realistic outcomes

Well-designed agenda

Right people, right meeting

Clear ground rules and roles

Prepared participants

Well-defined Agenda

Clarify which voice you will use as a team.

Begin writing earlyyou can always revise.

Keep track of who you talked to/when Keep track of sources of factual information (keep citations)

Integrate report as much as possible.



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Conduc t ing Meet ings and Wri ting

Minutes

I. Steps in Planning a Meeting

II. Setting Agenda Elements

Order of agenda items

Example

III. Participating in Meetings The Chairperson

The Secretary

The Participants

21 March 2014 Dr. Md. Shamsul Arefin


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Steps in Plann ing a Meeting

1. Determining the purpose Information sharing

Decision making

Identifying issue / brainstorming

Persuasion and negotiation / discussion Decision

Problem solving

Identifying solution(s) / brainstorming

Evaluating solution(s) / discussion Choosing best solution(s) / decision



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Steps in Planning a Meeting (contd)

2. Selecting the participants Key contributors

Decision makers

3. Setting the agenda Frames the structure of the meeting. Consists of a list of items to be discussed.

Distributes meeting content in advance for bettercontribution.

Allows chairperson to keep the meeting focusedand achieve its purpose.

Presents items in order they appear and the limitallocated by the chairman.



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Steps in Planning a Meeting (contd)

4. Picking the convenient time and thelocation Time of day

Morning versus afternoon

Venue

Comfort and convenience

Seating

5. Preparing notice of meeting

6. Sending out documents

7. Copying minutes of last meeting



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Sett ing the Agenda

Elements of the Agenda1. To : Involved personnel

2. From : Chairperson

3. Date : Date of the meeting

4. Subject: Brief description of the meeting

5. Issues to be discussed

6. Person responsible for any designated issues

7. Designated time line

8. See Samples



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Part ic ipat ing in Meet ings

The Chairperson Before the meeting

During the meeting

The Secretary Before the meeting

During the meeting

After the meeting

The Participants Before the meeting

During the meeting After the meeting



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Participating in Meetings (contd)

Each participant has a role to play in a meetingas follows:

THE CHAIRPERSON

Beforehand: Establishing purpose Deciding if a meeting is necessary

Choosing participants

Preparing agenda

Circulating agenda etc.

Checking arrangements Helping distribute the agenda to participants

Checking physical arrangements

Preparing stationery and necessary documents

Booking venue


During the meeting :


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Open the meeting: invite introductions if necessary;

state the purpose of the meeting; present the agenda.

Move to first agenda item

Duringthe meeting :

Invite someone to speak

Move to the next point

Bring others into

the discussion Interrupt / Controlif necessary Ask for repetitionand clarificationParaphrase (restate using own words) &

Summarize (brief general statement)

Conclude the discussion: summarize the decisions/ points raised

make sure tasks are delegatedAsk if there is any other business

End the meeting and fix the next meeting date21 March 2014 Dr. Md. Shamsul Arefin


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Afterthe meeting: Taking notes for the minutes

Providing information to chairperson and participants if needed

Writing up the minutes

Checking accuracy of the minutes with the chairperson

Circulating the minutes to participants before the next meeting

Reading the agenda and any other pre-meeting documentation

Preparing for the meeting

Confirming availability

Being punctual to the meeting

Making relevant and productive contributions

Asking for clarification if necessary

Being prepared to justify opinions

Being attentive and listening Being aware of your and others body language

Following up with any action agreed during the meeting



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Taking minutes

Minutes are an official record of proceedings in a

meeting.

Writing minutes not a preserve of documents only

Since the minutes will serve as an official record

of what took place during the meeting, you must bevery accurate.



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Minutes

The function of minutes is to:Confirm decisionsRecord agreed actionsRecord responsibilitiesPrompt action from those who attended the meetingInform those who did not attend the meetingServe as a record of the meeting's discussion

Should be based on agenda items

Minutes written in progression

Record important resolutions agreed upon

Not about recording what each member said Action responsibility-by who and when is critical



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The meeting

Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop

computer, or tape recorder.

Make sure your tool of choice is in working order and have a backup just in

case.

Use the meeting agenda to formulate an outline.

Pass around an attendance sheet.

Get a list of members and make sure you know who is who.

Note the time the meeting begins.

Don't try to write down every single comment -- just the main ideas.

Type up the minutes as soon as possible after the meeting, while everythingis still fresh in your mind.

Include the name of organization, name of committee, type of meeting (daily,

weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended.

Proofread the minutes before submitting them.



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Without good m inutes

We may not remember or recognize:

What we decided in the meeting

What we accomplished in the

meeting What we agreed to in terms of next

steps (action items)

And when we can't remember the

items above, we end up going indifferent directions and thenmeeting again for the same originalpurpose!



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Time To avoid wasting your time spent in meetings,be sure your notes and

minutes answer these 10 questions:

When was the meeting? Who attended?

Who did not attend? (Include this information if it matters.)

What topics were discussed?

What was decided?

What actions were agreed upon?

Who is to complete the actions, by when?

Were materials distributed at the meeting? If so, are copies or a linkavailable?

Is there anything special the reader of the minutes should know or do?

Is a follow-up meeting scheduled? If so, when? where? why?

1. Provide a true, impartial and balance account of theproceedings;

2. Are written in clear, concise and unambiguous language;

3. Are concise and accurate;

4. Follow a method of presentation which helps the readerassimilated the content.



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Dos and don'ts

Do write minutes soon after the meeting--preferably within 48 hours. Thatway, those who attended can be reminded of action items, and those whodid not attend will promptly know what happened.

Do use positive language.Rather than describing the discussion as heatedor angry, usepassionate, lively, or energetic--all of which are just as true asthe negative words.

Don't skip writing minutes just because everyone attendedthe meeting

and knows what happened. Meeting notes serve as a record of the meetinglong after people forget what happened.

Don't describe all the "he said, she said" details unless those details arevery important. Record topics discussed, decisions made, and action items.

Don't include any information that will embarrass anyone (for example,"Then Terry left the room in tears").

Language; ie Accuracyspelling, grammar, word choice, tenses, subject

verb agreement FluencyCohesion, appropriateness of tone, phraseology, apt vocabulary,

pleasantness,

Maturity.

Minutes must be written in the passive voice



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Writing Minutes of Meetings

1. Can be defined as a written record ofthe business transacted at a meeting.

2. May well have some legal andauthoritative force.

3. Must summarize the major

contributions to the discussion insuch a way that each speakersinteractions are recorded

4. Must be clear about what the speakermeant, not just what the individual

said

5. The process of minutes writing is aprocess of interpretation, not justrepetition



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Writing Minutes of Meetings (contd)

Elements to be included in a minutes:

1. Heading(including where and when the meeting was held)

2. Present(who was there)

3. Apologies of Absence

4. Minutes of the previous meeting(note any corrections andstate the minutes were accepted as a true record of themeeting [with the above corrections, where applicable])

5. Statements of what actually occurredat the meeting

6. Any Other Business(AOB)

7. Who was the chairpersonand who the secretary8. The time the meeting adjournedand when the nextmeeting is to take place



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Writing Minutes of Meetings (contd)

Types of minutes writing:1. Narrative minutes [Click for example]

A summary of the discussion leading up to a decision.

Useful for meetings that a more detailed record of the discussionis preferable.

2. Resolution minutes [Click for example] Actual resolutions are emphasized, but only give brief details ofthe discussion itself.

Opinions stated, conflicts among members and disagreementsare treated off-record.

3.Action minutes [Click for example] Record the decision made on the issue and the action (what) to

be taken (by whom) and (when).

(See Supplementary Reading for examples)

http://localhost/var/www/apps/conversion/tmp/scratch_2/Narrative%20minutes.dochttp://localhost/var/www/apps/conversion/tmp/scratch_2/Resolution%20minutes.dochttp://localhost/var/www/apps/conversion/tmp/scratch_2/Action%20minutes.dochttp://localhost/var/www/apps/conversion/tmp/scratch_2/Action%20minutes.dochttp://localhost/var/www/apps/conversion/tmp/scratch_2/Resolution%20minutes.dochttp://localhost/var/www/apps/conversion/tmp/scratch_2/Narrative%20minutes.doc


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What Wrong with Meetings?

The meeting was unnecessary.

The meeting wasted time.

The meeting didnt use/follow an agenda.

________________________________.

________________________________.

________________________________.

________________________________.



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When is the best time to address importantand difficult issues in a meeting?

a) At the beginning of the meeting

b) During the middle portion of the

meeting

c) During the last third of the meeting

d) At the end of the meeting



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Chairpersons Tasks During the Meeting

Begin on time

Delegate minutes

Follow the agenda Facilitate the

discussion

Provide closure



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Common Disruptive Behaviors

Nonparticipants

Loudmouths

Interrupters

Whisperers

Latecomers Early Leavers



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Some TipsIf members are frequently late to meetings, thechairperson should . .

a)wait to start until all members have arrived.

b)review what has been accomplished whenever alatecomer arrives.

c)let latecomers sit without participating until theyhave observed enough to be able to contribute.

d)publicly reprimand latecomers.e)assign latecomers tasks that no one else wants todo.



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In order to run a successful meeting, youshould

a) begin a virtual meeting by readingthe meeting agenda out loud.

b) invite more people to participate.

c) make sure that all members haveaccess to the technology and knowhow to use it.

d) use technology youve used beforeso you dont have to worry abouttesting it prior to meeting with thegroup.



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The minutes of a meeting are .

the written record of a groups

discussion and activities.

legal documents as well as historical

records of organization business.

a way to share what happens with

members who dont attend.

a way to prevent disagreement overmember assignments and group

decisions.



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What to Include in the Minutes

Name of the group

Date and place of

meeting

Names of attendingmembers

Name of the chair

Names of absent

members

Time the meeting was

called to order

Time the meeting

adjourned Name of person

preparing the minutes

Summary of discussion

and decisions including

action items



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QUESTIONS?



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Documents

Conducting of a Meeting and Writing of Minutes