minutes to a meeting

All minutes to a meeting must have an agenda

2008-10-07T01:16:00.000-07:00

Most company or association or even organization would hold monthly meeting just to inform their, staff, guest or members about the coming events thats is going to take place or promotion that will going to held. Attending association meeting is quite fun as most of the time food and drinks is given to their invited members. As most minutes to a good meeting is the same where minutes are distributes to their members more than ten days in advance where members have more time to prepare and even they will give you less excuse for not able to turn up for the meeting.

All minutes to a meeting must have an agenda to the meeting, Weather it small or big. Agenda is a guild to the meeting that you want to discuss or to let the members knows what is going on. Stated the time and the venue clearly so the members won't be late. If refreshment is given, is best to give one hour before the meeting so all members will turn up early and have time to group and discuss about the coming meeting. Never go back with your meeting if their is a late comers and try to end the meeting on time to avoid members looking on their watch.

Having a good minutes to a meeting

2008-06-20T03:17:00.000-07:00

Having a good minutes to a meeting you needs some preparation before the meeting is held. A good meeting you needs agenda as a guild line to the things you want to discuss in the meeting and besides the invited participant know what is going to discuss in the meeting and also it will provided a time frame of the meeting. The agenda had to be distributed to the people you want to invite at least a few days in advance for them to prepare and cancel other appointment.

Time and venue of the meeting must be state clearly so to avoid lateness and misunderstanding. Give a skeleton time that the meeting should be finish and the time must not be too long away from the time given. It is best to finish the meeting on time or before time. Every minutes talk must be given a time frame as some people would drag on the same tropic too long. Go to another minutes or another person if you find that person are wasting too much time by thanking him and proceed to another. Forget about late comers, proceed to the meeting on time as you had already stated very clearly in the minutes to the meeting.

Meeting can be good or bad depends on how the meeting is held and conducted.

2008-04-17T23:34:00.000-07:00

Meeting is a must in big organization and company. Meeting can be good or bad depends on how the meeting is held and conducted. Before a meeting an agenda has to be prepared to let the person who is going to attend the meeting knows the tropics that is going to discuss. An agenda has to be distributed one weeks early to give them time to prepare and make them able to attend the meeting. All important issue has to be underlined.

Stated the time of the meeting and venue of the meeting clearly to avoid misunderstanding. Put the time when you expect the meeting to end. Stick to the issue thats is going to be discuss in the meeting. Never drag too long in one subject and limits a time for one speakers. Thanks the speakers after they have finish speaking. Never wait for late comers, started the meeting on time and never go back to the early discuss if the latecomer turns up. Get someone to minutes the meeting. Type up the minutes as soon as possible after the meeting and send them a copy, while everything is still fresh in your mind.

Meeting is important to all company

2008-02-21T00:13:00.000-08:00

The important of meeting in all company whether is a big company or a small company is plays a important role how to bring in business, and revenue to the company. Most meeting is to lets their staff knows what their are coming out in next responds, programs and plans. Meeting are most held with the higher levels staff and are motivated down to their down line staffs or assistance.

In orders to holds a good minutes to a meeting with the staff, An agenda had to be prepare but this are most prepare by the manager secretary and are go through by the manager. Time and date of the meeting where it does not interrupt the company operation. The place of the meeting.

A meeting is a must if a company with many outlet

2007-10-29T22:59:00.000-07:00

Meeting is a very important things to many big company when the company has many outlet to handle. A weekly meeting is a must to let your outlet excutive know what you are expecting and what you want them to come up for you. During the last ten years I was working with a hapermarket firms as an excutive in a mens department. Every school holidays and festival seasons expecially the chinese new year, hari raya, christmas and the deepavali we had to come out with new fashion, discount and gifts to attracted customber to your market.

After the meeting, I would hold a minutes to a meeting with my juniors to let know what i am expecting and what we are coming up. Most of the time i would like them to participated in the meeting. before the meeting I will perpare an Agenda and the time and date that I want the meeting to be on. Every of my staff has to be there, if happen to be their off day their have to change to others days. Meeting is so good that I don't have to go back with them after the meeting and besides they produce me a wonderful jobs.

Skip the meeting if of no purpose

2007-08-20T22:14:00.000-07:00

Most excutives spent most of their working time attending meeting whether its a good or a bad meeting, their had to attent the meeting to show their face to their superiors or their boss. But sometimes a meeting is a waste of time if the meeting is not a productive meeting. I used to attend meeting but I seldom missed our our company meeting without reasons because we only hold a meeting once a month and most of the meeting is a must to attent. The only meeting that I like to miss is the club meeting and if I attent the meeting I have to check are the meeting for.

The things that I look when attenting club meeting are, What is the agenda of the meeting. If the minutes to a meeting is of no purpose I will skip it. The person attending or chairing the meeting. I remmember one time that I attened a club meeting but in the end there was fighting everywhere, throwing chairs and whatever things they can hold. The place of the meeting, Time start and time end of the meeting. Most club meeting are not puncture. I hate not puncture meeting so i seldom attent club meeting and beside it is one sided meeting.

Speak and be heard during the meeting

2007-07-11T02:55:00.000-07:00

I attened a minutes to a meeting where a very powerful man was chairing the meeting. The meeting was not very long and about twenty persons attended the meeting. Before the meeting we were invited to had a short snacks. The meeting started abouts twenty minutes late, waiting the arrived of the speaker.

Inside the meeting rooms we took our seated and last joined by the chairman. Agenda of the meeting was then given to us. The meeting was about decision making and the coming joined business with other company. During the meeting everybody in the room knowns a bad decision is being made but nobody dare to said out because the man is a very powerful man. After the meeting we regret for not voicing out.

Holding a good and a bad minutes to a meeting

2007-06-19T00:48:00.000-07:00

Holding a good and a bad minutes to a meeting it mostly depends on the people who is chairing the meeting. A well reputation, respected and trusted people chairing the meeting are most attended by most people whereby a not famous person will always get excuses from people who are suppose to attend the minutes to a meeting with excuses and reasons.

Holding a good meeting a agenda has to be prepare and given a day or two before the meeting. Time must be strictly follow. If the time is stated 3pm in the agenda it must be started at 3pm. Never go back to the things that has been discussed if some of the members walk in late. Try to get the members to participated in the meeting and praise them wether the tropic is good or bad. See that the discussion discused is not out from the agenda. Ends the meeting on time.

Bad meeting is always started late and things that discussed are always out from the agenda and sometimes the things that discussed can started a quarrel. Members are talking to each other when the chairman is talking. The meeting always finish very early.

How you want your meeting to be.

2007-04-30T01:07:00.000-07:00

Meeting can be very useful and interesting to seniors staff if the meeting is held propery by their seniors executives. Every minutes to a meeting must has a agenda. Every agenda which is very important must be underline. All agenda to the minutes to a meeting must be hanged out few days in advance. Time and venue must be stated clearly, so that the staff won't give you silly excuse for not able to turn up.

Meeting can be fun to somebody as a time wasted or a time for refreshment, if the minutes to a meeting was not well prepare or a show to the boss that a weekly meeting is being held. I use to attend this meeting with my ex company. Ten minutes serious meeting and the rest about an hour we are talking about our own story and enjoying coffee or tea with light snacks.

Attending minutes to a meeting

2007-03-26T01:15:00.000-07:00

Every minutes to a meeting has its good and bad. Sometimes when you attened a minutes of meeting you find it very dull because the agenda in the minutes did not go with the meeting. The time of the meeting is not very puncture as people always comes in late even the speaker is late of the meeting. Hardly 5 to 6 people attened the meeting. Always you can watch people walk in and out when the meeting is in proseed and people talking to each others when the speakers is talking. This we called bad meeting.

A good minutes to a meeting must have a agenda prepare and distributes a few days early for them to prepare. Put the goals for the meeting on the top of the agenda. These should appear as headlines above each major part of the agenda. Invited people only that can contributes to the meeting. The meeting must be on to the started time. Never wait for late commers and never go back to the agenda for late commers. Try to end the meeting in time unless the tropic is very important. Always stick to the agenda that you going discussed in the agenda.

Holding a last minute meeting.

2006-12-03T20:37:00.000-08:00

One day your boss may ask you to hold a afternoon meeting with your staff as only give you three hours to prepare your minutes to a meeting. This first task is to get someone your clerk or secretary to help you to prepare a agena regarding about whats the meeting for. Then invited the persons who suppose to attend the meeting. The time, date and the venue of the meeting.

Second place the agena on the the table for each of your staff whom you invited. Get to the point of the meeting which you are going to discuss. If some of your staff did not turn up or late for the meeting, give them five minutes then start with the meeting. Try not to waste to much time on one tropic as your staff might have others important things to attend. For those who do not turn give them a copy of the agena.

Holding a good staff meeting

2006-11-11T09:40:00.000-08:00

Many excutive and staff seem to dislike meeting as they think meeting is a waste of time either they give excuse simply to avoid the meeting or they attended the meeting simply to show his face and have a cup of coffee rather then talk and confronted other department.

When holding staff meeting make sure every staff that is invited had a copy of the minutes to a meeting agenda and what the meeting is for. Make sure all that is invited participated in the meeting and always value their suggestion and ideals even it is not a good one. Never waste to much time on one tropic.

Holding a good meeting is to let them share with each other and participate in the information exchange, problem solving, decision making and ideals to up grade the company bussiness and sales.

Taking minutes of meeting

2006-10-15T23:28:00.000-07:00

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.

Preparing effective meeting

2006-10-04T02:33:00.000-07:00

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.

Taking a good minutes to the meeting

2006-09-25T02:24:00.000-07:00

Business meetings may be conducted formally or informally, depending on the company and the circumstances.

First obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Get a person to minutes the meeting as taking minutes does not participate in the meeting or consider using a tape recorder to ensure accuracy.

Write minutes of the meeting of the name of the persons attened, the date, the time and the place where the meeting held.

Circulate a sheet of paper for attendees to sign. As this can also help identify speakers later in the meeting. If the meeting is an open one, write down only the names of the attendees who have voting rights. Check who arrives late or leaves early so that these people can be briefed on what they missed.

Write down items in the order in which they are discussed in the minutes to the meeting and record the motions made and the names of the persons. Also the motion adopted or rejected.

Avoid writing down the details of each discussion. You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation.

Wish and welcome them before the meeting and thank them after the meeting

minutes to a good meeting

2006-09-14T22:48:00.000-07:00

Have you ever wondered what exactly is up with minutes to a meeting. A minutes to a meeting is to summarize the discussion, capturing key points and decisions reached. When someone takes on an assignment, a deadline is set, or other important agreements are reached, make sure to record them. This will serve as a reminder when the minutes are read later on.

Here are some points for a minutes to a good meeting.
Separate fact from opinion. Facts are objective and indisputable; opinions are personal views.They serve as a record of decisions and details when people's memories fail or when they disagree. They remind people of assignments they've taken on and deadlines they need to meet. They inform those not present of what happened at the meeting. They give future members of the organization a way to build on past successes and avoid reinventing the wheel.

Everyone knows an agenda leads to an effective meeting. Yet, many people "save time" by neglecting to prepare an agenda. Invite only those who can contribute to achieving your goals for the meeting. These are the results you want to obtain by the end of the meeting.

Write out your goals before the meetings. They should be so clear, complete, and specific that someone else could use them to lead your meeting. Also, make sure they can be achieved with available people, resources, and time. Specific goals help everyone make efficient toward relevant results.

Realize that a meeting is a team activity. Save tasks that require a team effort for your meetings.

It might be a good time to write down the main points covered above. The act of putting it down on paper will help you remember what's important about minutes to a meeting.

minutes to a meeting : How Ducks Hold Meetings

2006-09-06T23:58:00.000-07:00

It's true.

Ducks hold meetings in the park. And these quacky meetings have remarkable similarities to business meetings (held in conference rooms, for example).

Here's what they do.

1) No one pays attention to anyone.

Every duck is looking in a different direction. Most don't even appear to be part of the meeting. And none of them are watching the duck who is quacking. But they are all there because ducks have to know about everything that is happening in the park.

2) Ducks deliver lengthy monologues.

Expect to hear: "Quack. Quack. Quack. Quack. Quack. Quack. Quack. Quack. Quack."

Sure, this may last only half a minute but that's a long time for a duck with an attention span of five seconds. It's useful, however, because during this monologue the other ducks forget what they were going to say. So they begin quacking about something else.

It sounds like:

"Quack. Quack. Quack. Quack. Quack. Quack. Quack. Quack. Quack."

Certainly, this is a pointless discussion.

3) More than one duck quacks at the same time.

Research on duck social dynamics has shown that this occurs because a) none of the ducks pay attention to the quacker, b) none of the ducks care about what the quacker is quacking, and c) none of the ducks have manners.

4) The meeting seems to lack organization.

This may take some careful study because of the similarities to meetings held by people. Nevertheless, it's true. The ducks started this meeting without a goal or an an agenda. As a result, ducks never know when a meeting has ended.

5) Ducks come and go throughout the meeting.

Since nothing is being accomplished, it doesn't matter when you arrive or leave. Some ducks simply walk through a meeting while offering a few thoughtful quacks.

6) No one seems to be in control.

Without a goal or an agenda, any duck can run the meeting. And they do. Sometimes the duck who started the meeting has left to attend another meeting. But the rest of the ducks remain, quacking away.

7) There are no minutes.

Here the ducks show unexpected wisdom. Since they accomplish nothing, there is no reason to write about it.

Second News Flash. People can hold more effective meetings than ducks. Visit my web site to find out how.

by Steve Kaye

minutes to a meeting : How A Facilitator Helps Your Hold Effective Meetings

2006-09-06T23:55:00.000-07:00

A facilitator adds value to your meeting by preparing the agenda, conducting the meeting, and writing minutes. All of these services free you to work on other tasks while getting the job done properly.

A professional facilitator will help you save money by holding a shorter meeting. The most expensive part of a meeting is the labor cost of the participants. Estimate this cost for your last meeting by multiplying the duration of the meeting by the number of participants by their payroll cost. (I've seen groups waste over $50,000 on a single bad meeting.)

A facilitator will help you get real results. For example, years ago, a group held three full-day meetings trying to resolve a difficult issue. Each of these meetings broke down after hours of painful arguing, bickering, and complaining. Then they hired me. My meeting lasted five hours and produced a list of realistic solutions, ranked in priority of their applicability.

A facilitator does more than watch people talk. A skilled facilitator knows how to apply creative thinking, problem solving, and decision making tools within a meeting. These help the group make methodical progress toward agreements, decisions, and solutions. And they produce results that everyone will support.

A skilled facilitator is an expert on business. Thus, a facilitator knows how to take your group through the steps that produce a realistic plan that accomplishes your business goals.

A facilitator frees you to participate in your meeting. It is impossible to facilitate and participate in a meeting because facilitation is a full time job.

by Steve Kaye

minutes to a meeting : Whom Do You Invite to a Meeting?

2006-09-06T23:49:00.000-07:00

The success of your next meeting depends upon whom you invite. Here's what to consider.

1) Invite only people who can contribute to the meeting. Spectators bog down the process.

2) Avoid filling the meeting with allies as a show of force. This intimidates your "opponent," which can result in counter attacks, retaliation, or false cooperation.

3) Avoid inviting people because they would feel offended if left out. A meeting is a business activity, not a party. You can always ask the person to choose between watching others work in a meeting or being left to work on tasks that contribute to raises and promotions.

4) Be sure to invite the stakeholder (the person who owns the issue). This person is a valuable resource in finding solutions.

5) Make sure the opponents to issues attend your meetings. They can help you find equitable solutions that they will support. Without them, any results that you develop are likely to prove useless.

6) Invite key participants with minor roles to only the part of the meeting where they can contribute. Schedule these parts of the agenda at the beginning of the meeting or when you resume after a break.

7) Invite spectators for good reasons. For example, you may invite a new employee to learn about an issue; you may include members of other organizations to win empathy for your needs, you may invite an outsider to catalyze creative thinking.

8) In general, meetings that are held to make plans, seek solutions, or reach agreements work best when eight to twelve people attend.

9) Any number of people can attend parties, social meetings, lectures, or demonstrations.

by Steve Kaye

minutes to a meeting : Making Meetings Work: 9 Tips

2006-09-06T23:43:00.000-07:00

“I have noticed that the people who are late are often so much jollier than the people who have to wait for them.” E.V. Lucas

1. Have an agenda. Start out with an agenda handed out to the appropriate people at least 72 hours in advance, listing time, date, and place of meeting.

2. Set ground rules. Let everyone know at the beginning of the meeting that you specifically plan to stick with the allotted time frames and topics in the agenda. This is the key to running meetings that don't go overtime and yet get results. Also, if the meeting is short, sweet, and productive, it will positively affect people's attitudes about future meetings.

3. Appoint a timekeeper. Make an announcement ahead of time stating exactly how many minutes each person is given to speak or share ideas. Appoint an individual as timekeeper and literally give that person a “timer” that goes off if someone runs overtime. This is beneficial in brainstorming sessions if someone goes off on tangents, or monopolizes the meeting.

4. Appoint a meeting secretary. Appoint a secretary who will write down the minutes, what was discussed in the meeting, and distribute this to everyone within 48 hours of the meeting ending.

5. List meeting assignments. In the agenda, state exactly “who” is doing what. For instance, “John Smith, Customer Satisfaction Report, 9:00 a.m. - 9:15 a.m.” List it as such in the agenda. Again, announce at the beginning of the meeting that you plan to stick specifically within the given time frames. This will set the tone for the entire meeting.

6. Coffee and refreshments. If certain individuals are responsible for bringing refreshments to the meeting, list their names in the agenda as well. This will serve as a reminder to them in addition to letting everyone know that food will be served. In my workshops, managers often tell me that “nothing boosts morale or team building better than free food in a meeting.”

7. Begin and end the meeting on time. Nothing reduces morale like a one hour meeting that ends up lasting two hours. The biggest complaint I hear from my participants about their organization’s meetings is that their meetings “start late, and usually run way over time.” When I’m about to begin a training workshop at a company, one thing I often hear is, “In our organization, meetings start late, so don’t be surprised if people aren’t on time.” Employees become conditioned to think it’s acceptable not to be punctual. Also, end the meeting on time. Better yet, end early. People’s attitudes will change if they start attending meetings that are short, productive and get results.

8. Assist each presenter with their audio-visual equipment. To reduce nervousness, arrange to arrive early and help any speakers ahead of time with their equipment. Nothing minimizes nervousness about public speaking like being prepared. One central skill to effective leadership development is to ensure a smooth running meeting. You want to look professional and in control.

9. Summarize the meeting. As stated earlier, when the meeting adjourns, follow up with a summary and send to all appropriate people within 48 hours. This serves as a reminder of what was discussed, and it’s also beneficial if you have “difficult” people who frequently say, “I don’t remember that being talked about in the meeting.” This way you can refer back to the minutes.

Lastly, lots of managers and team leaders tell me if you really want an effective 15 or 20 minute meeting, consider taking the chairs out of the room. Give everyone clip boards to write on, along with paper and pens. Standing for long periods of time is uncomfortable. This helps the meeting stay on track…fast!

“The speed of the leader determines the rate of the pack.” Robert Orben

by Colleen Kettenhofen

minutes to a meeting : How To Have a Perfect Meeting part 2

2006-09-03T22:46:00.000-07:00

Perfect Meeting Key #4: Consider The Cost

If people at the meeting are being paid, then the meeting is costing you the sum of their salaries. Consider the cost of a meeting before inviting people, or having it at all. If you have 5 people whose salaries are $25 per hour at a meeting, then that meeting costs you $125 per hour. Is this the best way to spend this money?

Perfect Meeting Key #5: Only Have A Meeting If You Have To

Often a meeting isn’t really necessary. Consider the following questions before scheduling a meeting:

• Is the meeting just for distribution of information? If so, can it be done via email or printed documents?

• Is most of the discussion going to be between just two people? If so, let them have a meeting and report the results to everyone else.

• Do you have clear goals for the meeting? If not, either figure out what you want, or don’t have a meeting.

Perfect Meeting Key #6: If You’re The Leader, Then Lead

Assuming you are the leader of the meeting, then be prepared to do just that.

• It is your job to make sure that the participants stay focused on topics that bring the meeting closer to the its goals.

• It is your job to keep the meeting moving along so it will be completed in the needed timeframe. Often, there is always more that can be discussed. After the most relevant information has been discussed, a good leader will move the meeting on to the next phase.

• It is your job to tactfully counter people who get off track, or use emotional tactics to manipulate the meeting. Such tactics include:

o Dominating – Being aggressive in tone or language such that more shy people will not express their true opinion.

o Rambling – Talking on and on about a topic in a way that is not constructive. This wastes time and makes others just want to do whatever is quickest to end the meeting (not necessarily what is best).

o Anger – Some people will have emotional outbursts when a meeting doesn’t go their way. It is simply an adult tantrum. It is often used to manipulate others into ending a meeting early or conceding on a decision.

• It is NOT your job to have all the answers or to take all the actions.

• It IS your job to make sure that decisions are made based on facts, and that those people who need to take actions know who they are and what they are going to do.

Perfect Meeting Key #7: Finish On Time

People want to participate in meetings, and get more out of them if they are brief and to the point. Keep them on time by beginning and ending on time. You are the leader and this is your responsibility. If other people don’t take it seriously, this sets the tone for the whole meeting. When the time is half over, make sure you are halfway through the material. If you need more time, make it a formal decision to either continue for a specified amount of time, or to adjourn until another time.

Remember, you will often not cover all the details that people have in mind to talk about. This is okay. Use the 80/20 rule and move on. (80% of the work gets done with 20% of your time and effort. The remaining 20% will take 80% of your time and energy. Focus on that which nets you the greatest results.) At some point, it’s just time to move on.

Overall, meetings can be a very effective tool in business. Be sure to use them as such. When underused or overused, they lose their value. If you have specific questions about your meetings, feel free to email me at coach@CenteredBusiness.com.

By Al Lipper

minutes to a meeting : How To Have a Perfect Meeting part 1

2006-09-03T22:42:00.000-07:00

Many business owners and managers seem to fall into one of two categories. Either they dislike meetings because they always seem to drag on senselessly forever, or they think meetings are so unproductive, they simply avoid them.

Over the years, I’ve spent many hours in both productive and unproductive meetings. As I sift through this history, I’ve been driven to improve meetings both in organizations I’ve led, as well as for those my clients are in charge of. Through I combination of experience and research, I’m going to provide a summary of what I have found makes a meeting not only effective, but also a positive (and brief) experience. I’ll present this in the form of the Keys to a Perfect Meeting.

Perfect Meeting Key #1: Know Your Goal(s) For The Meeting

First, know what the meeting is for. Sounds obvious, doesn’t it? But how many times have you been to a “Staff Meeting” where you left wondering what the point of it was? Write down the goal or goals on a printed agenda, even if it’s just a few lines. Make sure that everyone at the meeting has a copy of the agenda. This keeps you on track, lets everyone else know what the meeting is intended to accomplish, and it also lets you bring other back on track without them feeling like it’s personal. Instead, you just acknowledge the value of what they bring up, but ask if the meeting could be kept on the items on the agenda for the time being (suggest that their concern can be addressed later).

Perfect Meeting Key #2: Know What Kind Of Meeting It Is

There are four basic type of meetings:

• Information Exchange – These are meetings where one person has information to share with many others. Don’t have more people at the meeting than need to participate in the information exchange.

• Problem Solving – These are meetings where there is some problem that needs to be resolved. The people at this meeting should be the ones who have skills for solving the problem or have a strong interest in it being resolved. Avoid including people “just because they might want to know.” When we involve people who don’t have the big picture, it often just gets them stressed and irritated. They become a secondary consequence of the problem, rather than a part of the solution.

• Decision Making – You should leave these meetings with decisions and clear direction. People at these meetings should be those who have knowledge needed to make the decision effectively, or who need to be informed of such decisions. Again, avoid excess people.

• Brainstorming – These are creative meetings which generally do not result in any concrete decisions being made. They are a place for ideas to be freely shared, without judgment. Have people there whose roles make them likely to offer constructive ideas based on education or experience. Everyone has ideas – make sure to only include those people who have relevant experience that make their ideas likely to be based on practical knowledge.

Perfect Meeting Key #3: Invite The Right People, Don’t Invite The Wrong People

People who should be at a meeting are:

• Those who have information to share based on position, education or experience. For example, a bookkeeper sharing the monthly financial summary.

• Those who have advice to offer. For example, if you’re considering selling a new type of products and one of your staff used to work at a place that sold them.

• They are responsible for implementing an action decided on at the meeting. For example, a teacher who will be teaching a new class.

By Al Lipper

minutes to a meeting : 10 Tips for Better Participation in Meetings

2006-09-03T22:39:00.000-07:00

A meeting can be led (or misled) from any chair in the room. Here's how to make sure that you add value to your next meeting.

1) Focus on the issue. Avoid stories, jokes, and unrelated issues. These waste time, distract focus, and mislead others. Save the fun for social occasions where it will be appreciated.

2) Take a moment to organize your thoughts before speaking. Then express your idea simply, logically, and concisely. People are more receptive to ideas that they understand. Long, complex explanations always work against you.

3) Use positive comments in the meeting. Negative comments create defensive reactions that distract from your goals.

4) If it is your meeting, ask a facilitator to lead the group through major solution finding activities. This frees you to participate in them and gives responsibility for keeping order to an impartial party.

5) Test your comments by asking, "How does this add value to our work?" If you sense it subtracts, keep silent or jot down the idea. This frees your to think about what others are saying, and that idea may be more appropriate later.

6) Use structured activities. These process tools ensure equitable participation and systematic progress toward results.

7) Respect others. Different views force us to think. After all, if we were all the same, they would need only one of us.

8) If you notice that you are speaking more than anyone else in a meeting, take a rest. You are either dominating the meeting with monologues or conducting a conversation with a minority of the participants. In either case, you're preventing the participants from working together as a team.

9) When voting give the participants veto power over ideas they strongly oppose. This avoids sabotage or partial support from people who were forced to accept decisions that harm them.

10) Rescue wayward meetings by challenging seemingly unrelated comments. Ask, "How does that contribute to the issue?"

by Steve Kaye

minutes to a meeting : Clear objectives make powerful meetings

2006-08-29T01:22:00.000-07:00

When was the last time you were in a meeting where the reason for being there was unclear to some or all of the participants? How well did the meeting progress? If your experience is like most people's, probably not very well. Lack of shared clarity about a meeting's objective or direction gets any team stuck! Think about times when you were given ambiguous direction (i.e., "Let's get things finished up soon") versus clear direction (i.e., "Let's meet Friday from 10-11 to finalize the budget "). In which situation were you more effective? Most likely, you've discovered that clarity leads to effectiveness and resourcefulness. Remember: when there's lack of clarity about the objective of a meeting it's easy for people to mentally "check out," work against each other or even become actively resistant. Shared clarity can help you avoid all these common meeting pitfalls.

Getting Specific

Most people agree that a productive meeting will follow an agenda. That's pretty good advice, however the most productive meetings are the ones where, even before considering agenda items, attendees get clear about the overarching objective of the meeting. A clear objective provides clear direction for the meeting. For even greater clarity, the objective can be stated in terms of desired results or outcomes. An outcome is a clear description of what you will deliver by the end of the meeting. For instance:

Objective: Finalize budget recommendation
Outcome: Final departmental fiscal year budget ready to submit for corporate budget review.

How to Build Shared Clarity

So you understand the power of clarity and wish to take responsibility for it in your meetings. Congratulations! To do that, consider first what you can do if you are in charge of the meeting. The following steps will help.

Consider why you want people to meet. Ask yourself what you will accomplish face-to-face (or via conference call) that you wouldn't accomplish otherwise. This should help you understand the objective of the meeting (but remember that you aren't the only one in need of clarity). Is it for information sharing, relationship building, decision making, creative problem solving or design?
After you know the objective of the meeting, think about your outcomes for the meeting and record at least two: (1) What is your perfect outcome? (2) What is your minimum acceptable outcome?
Validate the objective and outcomes to the best of your ability. Can you reasonably expect this group to produce your outcome in the time allotted? What can be achieved? What preparation is required? Include others in this validation process if it will help you achieve clarity.
Start the meeting by clearly stating the objective and outcomes. Make sure all of the attendees understand the objective and are willing to work toward it.
When it's not "your" meeting, it's a little trickier to be personally responsible that a meeting has a clear objective and outcome, but you can still do it. If you are a subordinate, guest, or other type of participant in a meeting that you did not plan, then consider some of the following approaches:

Ask for the objective and outcomes of the meeting when you're first invited. Let your host know that you take the invitation seriously, view meetings as important work, and wish to be prepared to help produce the desired result.
If you show up for a meeting without knowing the objective and outcomes in advance, then ask what they are as the meeting gets underway. Doing this in a supportive manner early in the meeting shows that you're there to actively contribute. It will also help the meeting leader because clarity of purpose, shared by all the participants, is the most powerful way to ensure the meeting is successful.
Make every meeting "your" meeting by valuing your time and the contribution you can make.

©3M 1995-2005

minutes to a meeting : Minutes and Group Recording,

2006-08-29T01:19:00.000-07:00

In our Meeting Guide on Minutes and Group Recording, we recommend capturing three specific things in your meetings: Decisions, Action Items and Open Issues. This type of record is typically shorter and more useful than the traditional narrative known as "meeting minutes."
A technique for simplifying the capture of these three items is the use of templates. A template, in general, is any system or tool to help guide, form or remind you of some structure. In this case, the structure you want to be reminded of is what to capture in your meeting (namely, the decisions reached, action items assigned, and open issues). How do you implement a template? That really depends on how comfortable you are with various meeting "technologies."

Using templates

Let's start low tech. At the beginning of the meeting, tape three flip-chart sheets to the wall (or better yet, use self-sticking Post-it® Easel Pad sheets) and label one DECISIONS, one ACTION ITEMS and one OPEN ISSUES. As these items occur during the meeting, just add them to the appropriate flip chart. The same approach can be used with a whiteboard, by the way.

Now let's go to "level two" on the meeting technology scale - overhead projectors. Prepare three transparencies just as you did the flip charts and capture the items on them. This is easy to do, and almost every meeting room has an overhead projector. You may want to use colored pens to distinguish the various categories, or alternate between two or three colors for items in a single category to help people scan the different items at a glance.

Level three involves a laptop computer and a multimedia projector. Using this combination allows you to create a template using any software you like. It could be a word processor, presentation software, or even spreadsheet software. The advantage to using a word processor is that you can start with the meeting's agenda, and easily create these three categories under each agenda item. That way, the notes you capture are associated with specific agenda items - and this helps make it clear when in the meeting, for example, the decision was reached. At the end of the meeting this "annotated agenda" automatically becomes a formal record of what happened that can be printed, e-mailed, or filed (electronically, of course!).

©3M 1995-2005

minutes to a meeting : Meeting Minutes

2006-08-29T01:13:00.000-07:00

Minutes of meetings form a historical record of a group's work. They serve as a record of decisions and details when people's memories fail or when they disagree. They remind people of assignments they've taken on and deadlines they need to meet. They inform those not present of what happened at the meeting. They give future members of the organization a way to build on past successes and avoid reinventing the wheel.

Some groups designate one person to take the minutes at every meeting; others rotate the job. Do what works best for your group, as long as the information gets recorded and preserved somewhere.

The minutes of a meeting should include the following (if they apply to your particular group and your meetings):

date, time and place of meeting
list of people attending, and any members who were absent
time the meeting was called to order
approval of the previous meeting's minutes, and any amendments
summary of reports, announcements, and other information shared
proposals, resolutions, motions, amendments, a summary of the discussion, and final disposition (if you are using formal parliamentary procedure, record who made the motion and who seconded it)
time of adjournment
next meeting date, time and location
name of person taking the minutes.
Motions and resolutions should be recorded verbatim and should be read back during the meeting to make sure they have been accurately transcribed.

Summarize the discussion, capturing key points and decisions reached. When someone takes on an assignment, a deadline is set, or other important agreements are reached, make sure to record them. This will serve as a reminder when the minutes are read later on.

Separate fact from opinion. Facts are objective and indisputable; opinions are personal views. Take this sentence: "The low turnout for the event could be due to poor advertising." Whose idea is this? Attribute opinions to their source (e.g. "Jane suggested that..." or "The group concluded that...")

Sometimes, it can be helpful to distribute the minutes before the next meeting. This gives people a reminder of assignments and deadlines, as well as when and where the next meeting is.

Distribute copies and read the minutes near the beginning of the next meeting. Any corrections or additions should be recorded in the minutes of that meeting. The group should then approve the minutes, meaning that they agree that they are accurate and complete, either as read or as amended.

http://www.casagordita.com/minutes.htm

minutes to a meeting : How to Take Minutes at a Business Meeting

2006-08-25T21:48:00.000-07:00

Business meetings may be conducted formally or informally, depending on the company and the circumstances. The following guidelines are based on Robert's Rules of Order.

Taking Minutes

Steps:
1. Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy.

2. Sit beside the chairperson for convenient clarification or help as the meeting proceeds.

3. Write "Minutes of the meeting of (exact association name)."

4. Record the date, time and place of the meeting.

5. Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.

6. Note who arrives late or leaves early so that these people can be briefed on what they missed.

7. Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.

8. Record the motions made and the names of people who originate them.

9. Record 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. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion.

10. Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation.

Consult only the chairperson or executive officer, not the attendees, if you have questions.

The person taking minutes does not participate in the meeting.

© 1999-2006 eHow, Inc. How things get done.

minutes to a meeting : An Important Skill

2006-08-25T21:43:00.000-07:00

At some point your boss may ask you to take minutes at a meeting. This task isn't reserved for secretaries only. Any person who attends a meeting may be asked to do this. Since the minutes will serve as an official record of what took place during the meeting, you must be very accurate. Here are some pointers to help you master this skill.

Before 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.

During the Meeting

Pass around an attendance sheet.
Get a list of committee 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.
Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion.
Make note of any motions to be voted on at future meetings.
Note the ending time of the meeting.

After the Meeting

Type up the minutes as soon as possible after the meeting, while everything is 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.

©2006 About, Inc., A part of The New York Times Company.

minutes to a meeting : Proof Speedwriting and Shorthand

2006-08-25T21:34:00.000-07:00

You might be confused after reading: "Idiot-Proof Speedwriting and Shorthand". Is that made for stupid people? Not at all! Our system is so unique and easy that anybody can master it. Check out our Flash demo.

EasyScript/ComputerScript books are the first place to turn to when you're new to speedwriting and shorthand. Even if you've studied this subject and wish to continue using some your abbreviating techniques, EasyScript can be a great addition to combine it with your existing method. In other words, EasyScript books are intended for individuals who are:

Intelligent. They know that they need to learn how take fast and accurate notes quickly but don't want to waste time with other speedwriting and shorthand books.
Frustrated. They have tried to do master shorthand or speedwriting but found them too complicated.
Confused. They're simply mystified by failing to grasp the subject. Are you intimidated and confused by shorthand? Do you find that traditional shorthand and speedwriting books are overloaded with symbols to memorize and you'll never use them? If you know what you need to do - but just don't know how to do it - then EasyScript/ ComputerScript is for you.

EasyScript/ComputerScript books are written for those intimidated and hard-working folks who know they're not dumb, but find that the complexities of shorthand and speedwriting make them lose motivation. EasyScript/ ComputerScript is the proven method for anyone who needs to take fast notes and accurate at meetings, on the phone and in school.

Copyright ©2004-2006 Legend Co.

minutes to a meeting : Effective Meetings Begin With a Goal

2006-08-22T22:49:00.000-07:00

Goals are critically important for the success of a meeting. You must know what you want so you can ask for it. And the participants need to know what you want so they can help you get it. Without goals, a meeting becomes a journey without a destination.

Unfortunately, many meetings are called without goals. So, you hear people start meetings by saying, "Well, what do you want to talk about?" This is similar to walking into a factory and asking, "Well, what do you want to make?" You could end up with anything from ant farms to xylophones.

Thus, your first step is to write out a statement of the results that you want to have by the end of the meeting. I want to emphasize that you must write out the goals for the meeting. This forces you to define exactly what you want. Certainly, if you're unable to express your goals on paper, you can expect to have difficultly explaining what you want to the attendees.

Writing goals also provides important benefits. It allows you to consider, explore, and discard possibilities. And then you can show the goals to others to obtain their comments and suggestions.

Asking for help preparing goals is especially useful when working on complex or controversial issues. Now you can 1) use their comments to refine the goals, 2) win support for your goals by including others in their development, 3) gain information on issues related to the goals, 4) uncover issues that may conflict with the goals, and 5) develop strategies for achieving the goals.

Once you complete the goals for your meeting, put them on the agenda. That helps everyone focus on your purpose for the meeting. And it significantly increases your chances of ending with the results that you wanted.

by Steve Kaye

minutes to a meeting : Another Use for Meetings

2006-08-22T22:43:00.000-07:00

Every meeting is a laboratory where you can observe and learn important things about the people who attend. In fact, you can use meetings to identify people who merit being promoted into leadership positions. Watch for:

Is it planned?
Effective leaders always begin with clearly defined goals and then prepare plans for achieving them. They have the courage to set a direction and then make changes as new information becomes available. They communicate with candor knowing that people perform at their best when they know what is expected. Thus, did the person who called this meeting prepare an agenda? Was the agenda distributed before the meeting? Did the agenda tell you everything that you needed to know to work effectively in the meeting? If so, this serves as a positive indication of effective leadership planning.

Is it efficient?
A meeting is the culminating step in a larger process. It begins by setting goals and preparing an agenda. Then the chairperson should have contacted key participants to inform them of their roles in the meeting, told everyone how to prepare for the meeting, and alerted people who may be asked to accept responsibility for action items. All of this work before the meeting assures that the meeting will progress smoothly, efficiently, and effectively. So, how is the meeting going? Is there evidence of this attention to detail?

Is it logical?
Pay attention to what people say during a meeting. Do their ideas contribute toward achieving the goals? if so, this shows that they're working as part of a team to help find solutions. Do their ideas build upon what others just said? If so, this shows that they're paying attention to the dialogue. Do their ideas demonstrate originality, creativity, and knowledge? If so, this shows they're working hard to add value. Effective leaders possess strong analytical thinking skills.

Is it helpful?
Evaluate the comments and behavior during a meeting. Are the participants working to support each other? Are people contributing to the safe environment that is essential for open creative thinking? Are people adding high-value contributions (instead of stories or jokes that distract everyone)? Note that chronic unproductive behavior betrays either fear, a lack of effective work skills, or misunderstood expectations. People who perform poorly in meetings may need constructive coaching.

Is it controlled?
Leadership involves more than watching people talk. Thus, observe the dynamics of the meeting process. Is the chairperson leading everybody through methodical steps that take them to a result? Is the meeting being conducted in such a way that the participants feel that it is a fair process? Is the chairperson helping others perform at their best so that the group can produce an outstanding result?

Someone who excels in the above areas should be considered for leadership positions. This explains why most executives consider a person's ability to lead meetings when selecting future leaders.

by Steve Kaye

minutes to a meeting : 10 Actions for Effective Meetings

2006-08-22T22:37:00.000-07:00

Here are ten things that you can do to hold more effective meetings.

1) Avoid meetings. Test the importance of a meeting by asking, "What happens without it?" If your answer is, "Nothing," then don't call the meeting.

2) Prepare goals. These are the results you want to obtain by the end of the meeting. Write out your goals before the meetings. They should be so clear, complete, and specific that someone else could use them to lead your meeting. Also, make sure they can be achieved with available people, resources, and time. Specific goals help everyone make efficient toward relevant results.

3) Challenge each goal. Ask, "Is there another way to achieve this?" For example, if you want to distribute information, you may find it more efficient to phone, FAX, mail, e-mail, or visit. Realize that a meeting is a team activity. Save tasks that require a team effort for your meetings.

4) Prepare an agenda. Everyone knows an agenda leads to an effective meeting. Yet, many people "save time" by neglecting to prepare an agenda. A meeting without an agenda is like a journey without a map. It is guaranteed to take longer and produce fewer results. Note, without an agenda, you risk becoming someone else's helper (see tip #6 below).

5) Inform others. Send the agenda before the meeting. That helps others prepare to work with you in the meeting. Unprepared participants waste your time by preparing for the meeting during the meeting.

6) Assume control. If you find yourself in a meeting without an agenda walk out. If you must stay, prepare an agenda in the meeting. Collect a list of issues, identify the most important, and work on that. When you finish, if time remains, select the next most important issue. Note: you can use a meeting without an agenda to recruit help for your projects.

7) Focus on the issue. Avoid stories, jokes, and unrelated issues. Although entertaining, these waste time, distract focus, and mislead others. Save the fun for social occasions where it will be appreciated.

8) Be selective. Invite only those who can contribute to achieving your goals for the meeting. Crowds of observers and supporters bog down progress in a meeting.

9) Budget time. No one would spend $1000 on a 10¢ pencil, but they often spend 40 employee hours on trivia. Budget time in proportion to the value of the issue. For example, you could say, "I want a decision on this in 10 minutes. That means we'll evaluate it for the next 9 minutes, followed by a vote."

10) Use structured activities in your meetings. These process tools keep you in control while you ensure equitable participation and systematic progress toward results.

by Steve Kaye

minutes to a meeting : Hold Effective Meetings

2006-08-14T22:34:00.000-07:00

A facilitator adds value to your meeting by preparing the agenda, conducting the meeting, and writing minutes to the meeting. All of these services free you to work on other tasks while getting the job done properly.

A professional facilitator will help you save money by holding a shorter meeting. The most expensive part of a meeting is the labor cost of the participants. Estimate this cost for your last meeting by multiplying the duration of the meeting by the number of participants by their payroll cost. (I've seen groups waste over $50,000 on a single bad meeting.)

A facilitator will help you get real results. For example, years ago, a group held three full-day meetings trying to resolve a difficult issue. Each of these meetings broke down after hours of painful arguing, bickering, and complaining. Then they hired me. My meeting lasted five hours and produced a list of realistic solutions, ranked in priority of their applicability.

A facilitator does more than watch people talk. A skilled facilitator knows how to apply creative thinking, problem solving, and decision making tools within a meeting. These help the group make methodical progress toward agreements, decisions, and solutions. And they produce results that everyone will support.

A skilled facilitator is an expert on business. Thus, a facilitator knows how to take your group through the steps that produce a realistic plan that accomplishes your business goals.

A facilitator frees you to participate in your meeting. It is impossible to facilitate and participate in a meeting because facilitation is a full time job.

by Steve Kaye

minutes to a meeting : Make Writing Meeting Minutes Easy

2006-08-14T22:30:00.000-07:00

Some people think that minutes are unnecessary.

This is true for any meeting where people wasted their time accomplishing nothing. In that case the person responsible for the mess would want to hide it.

But good leaders like minutes.

They want to publicize the work that they accomplished. They want others to know that they hold effective meetings. And they want to document the action items, decisions, and accomplishments from the meeting.

But writing minutes can be a chore.

So, how can you produce minutes - easily, quickly, and effectively?

Use these tips:

1) Ask a facilitator (or scribe) to attend your meeting. During the meeting the facilitator will write all of the key ideas, decisions, and agreements on chart paper.

This helps make your meeting more effective by letting the participants see their work as they produce it.

It keeps people focused on the issue.

It frees you to participate without having to work at recording the meeting.

And it documents the results of the meeting as it progresses.

After the meeting, ask the facilitator (or scribe) to prepare a draft of the minutes from the chart notes.

2) Put only the highlights of the meeting in the minutes. This would include action items, decisions, and agreements. Avoid creating a word-for-word documentation of everything that was said. If you need to capture every detail, use a recorder.

3) If you must write the minutes to a meeting, use the notes written on the chart pages as a rough draft of your minutes. If possible, have an assistant copy them and then edit the draft.

Some organizations skip typing the notes: they just make letter-sized copies of the chart pages and distribute those as the minutes.

4) Send the minutes within a day after the meeting. This publicizes the meeting while people still remember it, and it conveys the news while it's still relevant.

by Steve Kaye

minutes to a meeting : How to Lead an Effective Meeting

2006-08-14T22:21:00.000-07:00

Leaders determine the success of every event. Here's how to lead a meeting.

1) Open the meeting by reviewing the goals, outcomes, and activities. This helps everyone work with you to accomplish what you want.

2) Start the meeting by describing the culture you expect during the meeting. For example, you might say, "I value all of your ideas. I want you to think creatively because we need powerful solutions to this issue."

3) Compliment the participants during the meeting. Brief praise such as, "Thanks," "Good idea," or "Excellent," will motive the participants to work with you.

4) Maintain a safe, positive working environment. Harsh, predatory cultures inhibit creative thinking. Insist on respect.

5) During the meeting, remind the participants how much time has been budgeted for each activity.

6) Present each issue in the form of a specific question. This focuses thinking on specific solutions. For example, ask, "What could cause Unit #2 to produce 5% more defects?" This is far more effective than saying, "Let's talk about Unit #2."

7) Maintain a state of benevolent urgency. You want to push just hard enough to make the participants aware of offering high value comments. And you want to allow enough time for adequate consideration of an issue before making a decision.

8) After completing a major part of the meeting, summarize what the group accomplished. This celebrates the achievement, reminds everyone what they finished, and formally ends the activity.

9) Introduce each part of the minutes of the meeting by stating the goal for that issue and describing the process you plan to use. This helps everyone focus on the same task.

10) Model the behavior that you expect from the participants because this determines how they will act during the meeting.

by Steve Kaye

minutes meeting : Running Successful Meetings

2006-08-11T04:51:00.000-07:00

Running Successful Meetings

We all complain about meetings which are a waste of our time and the truth of the matter is that so many are exactly that. We've also seen the "corridor" meeting that takes place afterwards where it seems the real decisions are taken, or the agreed decisions are overturned.

You'll get your chance at some point in your career to run your own meeting - is yours going to go the same way? or will you make sure it's effective and does the job it is supposed to?

Well run meetings contribute to team building and high morale; badly run meetings are at best a waste of everyone's time and at worst potentially damaging to relationships and the business as a whole.

Here's how you can get it right:

All successful meetings depend upon a number of independent factors and if you approach each one methodically you'll find that your meetings are the ones that get action.

Planning

Preparation

Information

Structure & control

Records & action

Planning

What is the meeting intended to achieve?

what will the meeting actually achieve?

what happens if you don't hold the meeting

who needs to attend and why?

is there a more effective way of communicating?

Preparation

prepare and circulate an agenda in advance;

invite agenda items before the meeting;

arrange agenda logically;

consider the important - v - the urgent issue;

arrange the timings and set limits;

clarify objectives for each item.

Information

tell those involved what's expected of them;

tell everyone time, date location etc;

circulate any required pre-reading or information.

Structure & Control

Discuss each item in turn;

seek contributions but keep people to the point;

avoid going over old ground;

be aware of thre needs of the group;

prevent splinter discussion groups;

summarise often to bring back to the point;

commend contributions;

confirm any conclusions;

stress actions and who takes it.

Records & Action

record discussions, actions and responsibilities;

produce clear simple minutes immediately.

There are a number of points to learn about the effective handling of meetings:

invite the right people;

set an agenda that's do-able;

control timings and people;

encourage members to listen to each other;

note actions;

review and record, minute meeting

So if you want to avoid the "let's all turn up and see what happens" approach it just means you need to take the time to think through to what you really want and need to achieve, and then get on with it. People will thank you for not wasting their, or your, time.
http://daveschaap.blogspot.com/

How to take minutes meeting effectively

2006-08-07T23:34:00.000-07:00

Karen Hainsworth discovers the secret to keeping a record of meetings is all in the preparation If you've never taken minutes in a meeting before, you're bound to be a bit nervous. But minute-taking can cause anxiety even in the most experienced of individuals, says Nandi Roos, a trainer on Pitman Training's Meetings and Minutes course.

"The most difficult thing for any minute-taker is knowing what to write down," she says. "The main problem that all my students have is writing too much because they're worried."

If you want to avoid writing a novel rather than notes, do a bit of research beforehand. "Any kind of preparation is going to make you more relaxed and more able to pick up on the important points," explains Roos. And familiarising yourself with what's on the agenda will help.

"Research what kind of topics they'll be discussing by reading the last minutes and speaking to the last minute-taker."

It's also helpful to understand the nature of the meeting. Basically there are two types, says Roos: informal, such as managerial briefings and progress updates; and formal, such as board meetings, annual general meetings and shareholder meetings.

With all formal meetings you need to know what rules and, in the case of shareholder meetings, which laws, govern that assembly.

Problems can arise if the gathering involves people who don't get on. "One of the hardest parts is knowing if there are any hidden agendas," says Roos, "but if you know what the aims are then you can weed out all the rubbish in between."

As a start, she suggests cutting out anything that does not involve the company or the people involved. And if you're not sure whether you should write up the juicy bit about the chief executive, she adds: "You can make a note of it and ask the chairperson if he or she think it is relevant."

A key part of meetings is the final resolutions that are made. These, says Roos, need to be recorded in detail, particularly if someone raises a point of order, such as when the constitution is to be changed.

But any topic should detail the names of individuals who have spoken.

"It's also very important to write in a point form," says Roos. "If you try and get it down verbatim, you are going to struggle."

Though she doesn't believe it is necessary to use shorthand, she says, "It's a very good tool to have, particularly when you are going into six-hour board meetings."

If you're in the unfortunate position of being dropped in the minute-taker's role at the last moment, you may not understand a word of the jargon that is being bandied about. That's difficult to deal with but not impossible. Roos advises that you write down as much as you can. If you miss a point, speak to the chairperson at the end.

He or she should also be making notes and, ultimately, the chairperson needs to sign off the minutes as being a correct account of what took place.

It is up to him or her to ensure they are right.

"It's not the most sought-after job in the world," says Roos. But there are some benefits to the minute-taker's role. "You learn a lot about the business, meet different people in different departments and you get to know what's going on."

And, as we all know, that can be a very interesting (and powerful) position to be in.
http://daveschaap.blogspot.com/2006_05_01_daveschaap_archive.html