Sunday, October 15, 2006

Taking minutes of meeting

When most people think of minutes to a meeting, what comes to mind is usually basic information that's not particularly interesting or beneficial. But it can be very interesting if you are having the right meeting and a benifit for the company.
Business meetings may be conducted formally or informally, and the one who minutes the meeting must know how take minutes. The act of putting it down on paper will help you remember what's important about minutes to a meeting.

Get the meeting agenda that to be discuss and the minutes from the last meeting. Using a tape recorder to ensure accuracy or pencil. Make sure you're fully informed about minutes to a meeting as it will not waste your time going through theminutes.

Sit beside the chairperson for convenient clarification or help as the meeting proceeds. Write the name of the person who attened the meeting and who is absent.
Circulate a sheet of paper for attendees to sign. As it will also help to identify speakers by seating arrangement later in the meeting.

The date, time and place of the meeting to records down which you are going to use for the next meeting.

Note the time who arrives late or leaves early so that these people can be briefed on what they missed. Record the motions made and the names of people who originate them and whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous. Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

Consult only the chairperson or executive officer, not the attendees, if you have questions.And you does not participate in the meeting.

Wednesday, October 04, 2006

Preparing effective meeting

For a meeting to be effective, the preparation must start long before it ever starts. You first have to determine the purpose of the meeting. The best way to do this is by writing down the purpose of the meeting in one clear sentence, and the expected outcome in another.

People lose control of meetings because they prepare ineffective agenda. Here's how to make sure that your meetings run the way that you want.

Put the goals for the meeting on the top of the agenda. These should appear as headlines above each major part of the agenda.

Plan activities that achieve the goals. These activities should be based on equitable participation and consensus. Include the amount of time allotted for each step. Put the meeting's arrival time as the first activity. Distribute the agenda before the meeting so that the participants can prepare.

Conduct the minutes to a meeting with structured activities. These powerful, modern tools focus people’s attention on the issue and force progress toward results. Present every issue as a question that leads to a result.