Conducting of A Meeting and Writing of Minutes

What is a Meeting?
A scheduled gathering of group members for a structured discussion guided by a designated chairperson
21 March 2014
Dr. Md. Shamsul Arefin
Essential Meeting Elements

1. Notice
2. Agenda
3. Preparing for Working Paper

4. Schedule of the meeting
5. Chairperson of the meeting

6. Participants of the meeting
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Essential Meeting Elements
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The Need for Agendas

Agenda
The 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 Group Memberspresent or absent Date, Time, and Place Call to Order Approval of the Agenda Approval of Previous Meetings Minutes Comments of Individual and Committee Reports
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Conducting of a meeting
Beneficiary Group Institution
Committee Committee Chairperson Faculty, participants Staff
Supporting staff
Chair Particip ants
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Three Stages of the meeting

Before
Sending Notice
Confirm
During
After
acknowledgement confirm by Phone if possible Logistics required Materials Sent to Team Additional documents
Working paper Microphone Odeo visual systems Sound systems Agenda
Writing of Minutes Sending of minutes to the participants
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CONDUCTING A MEETING
Why have a meeting ?

To solve a problem To make a decision To develop a plan To gather or convey information To get a response to information
Conducting of Meeting
Findings Significant Accomplishments Suggestions, Recommendations, Requirements
Objectives of Meetings
Get Cooperation
Ensure Coordination
To reach a consensus
Decision
Outcomes TEXT
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Writing 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 and requirements. Emphasize the importance of outcomes DONT Be highly prescriptive. Name individuals. Cite specific formulas, solutions,
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Writing 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 early you 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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Conducting Meetings and Writing 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
Steps in Planning 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 better contribution. Allows chairperson to keep the meeting focused and achieve its purpose. Presents items in order they appear and the limit allocated by the chairman.
Steps in Planning a Meeting (contd)

4. Picking the convenient time and the location
Time of day
Venue
Morning versus afternoon Comfort and convenience Seating
5. Preparing notice of meeting
6. Sending out documents

7. Copying minutes of last meeting
Setting the Agenda

Elements of the Agenda
1. 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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Participating in Meetings
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 meeting as follows:
THE CHAIRPERSON
Beforehand:

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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
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During the meeting :

Open the meeting: invite introductions if necessary;
state the purpose of the meeting; present the agenda. Move to first agenda item Invite someone to speak Bring others into the discussion Interrupt / Control if necessary Ask for repetition and clarification
Paraphrase (restate using own words) & Summarize (brief general statement) Move to the next point Conclude the discussion: summarize the decisions/ points raised make sure tasks are delegated Ask if there is any other business
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End the meeting and fix the next meeting date Dr. Md. Shamsul Arefin
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After the 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 be very accurate.
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Minutes
The function of minutes is to: Confirm decisions Record agreed actions Record responsibilities Prompt action from those who attended the meeting Inform those who did not attend the meeting Serve 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 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.
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Without good minutes

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 in different directions and then meeting again for the same original purpose!
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 link available? 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. 2. 3. 4.
Provide a true, impartial and balance account of the proceedings; Are written in clear, concise and unambiguous language; Are concise and accurate; Follow a method of presentation which helps the reader assimilated the content.
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Dos and don'ts

Do write minutes soon after the meeting--preferably within 48 hours. That way, those who attended can be reminded of action items, and those who did not attend will promptly know what happened. Do use positive language. Rather than describing the discussion as heated or angry, use passionate, lively, or energetic--all of which are just as true as the negative words. Don't skip writing minutes just because everyone attended the meeting and knows what happened. Meeting notes serve as a record of the meeting long after people forget what happened. Don't describe all the "he said, she said" details unless those details are very 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 Accuracy spelling, grammar, word choice, tenses, subject verb agreement Fluency Cohesion, 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 of the business transacted at a meeting.
2. May well have some legal and authoritative force.

3. Must summarize the major contributions to the discussion in such a way that each speakers interactions are recorded 4. Must be clear about what the speaker meant, not just what the individual said 5. The process of minutes writing is a process of interpretation, not just repetition
Writing Minutes of Meetings (contd)

Elements to be included in a minutes:
1. 2. 3. 4.
5. 6. 7. 8.
Heading (including where and when the meeting was held) Present (who was there) Apologies of Absence Minutes of the previous meeting (note any corrections and state the minutes were accepted as a true record of the meeting [with the above corrections, where applicable]) Statements of what actually occurred at the meeting Any Other Business (AOB) Who was the chairperson and who the secretary The time the meeting adjourned and when the next meeting 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 discussion is preferable.
2. Resolution minutes [Click for example]

Actual resolutions are emphasized, but only give brief details of the discussion itself. Opinions stated, conflicts among members and disagreements are 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)
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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 important and 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

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Nonparticipants Loudmouths Interrupters Whisperers Latecomers Early Leavers

Some Tips
If members are frequently late to meetings, the chairperson should . . a)wait to start until all members have arrived. b)review what has been accomplished whenever a latecomer arrives. c)let latecomers sit without participating until they have observed enough to be able to contribute. d)publicly reprimand latecomers. e)assign latecomers tasks that no one else wants to do.
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In order to run a successful meeting, you should

a) begin a virtual meeting by reading the meeting agenda out loud. b) invite more people to participate. c) make sure that all members have access to the technology and know how to use it. d) use technology youve used before so you dont have to worry about testing it prior to meeting with the group.
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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 over member 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 attending members 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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March 21, 2014

Conducting of A Meeting and Writing of Minutes

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Conducting of A Meeting and Writing of Minutes

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What is a Meeting?

Dr. Md. Shamsul Arefin

Essential Meeting Elements

3. Preparing for Working Paper

5. Chairperson of the meeting

Essential Meeting Elements

Dr. Md. Shamsul Arefin

The Need for Agendas

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Chair Particip ants

Dr. Md. Shamsul Arefin

Three Stages of the meeting

Working paper Microphone Odeo visual systems Sound systems Agenda

Writing of Minutes Sending of minutes to the participants

Dr. Md. Shamsul Arefin

Why have a meeting ?

Dr. Md. Shamsul Arefin

Writing the Report*

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Conducting Meetings and Writing Minutes

III. Participating in Meetings

Steps in Planning a Meeting

Dr. Md. Shamsul Arefin

Steps in Planning a Meeting (contd)

3. Setting the agenda

Steps in Planning a Meeting (contd)

5. Preparing notice of meeting

6. Sending out documents

Setting the Agenda

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Participating in Meetings (contd)

During the meeting :

After the meeting:

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Without good minutes

Dos and don'ts

Dr. Md. Shamsul Arefin

Writing Minutes of Meetings

2. May well have some legal and authoritative force.

Writing Minutes of Meetings (contd)

Dr. Md. Shamsul Arefin

Writing Minutes of Meetings (contd)

2. Resolution minutes [Click for example]

3. Action minutes [Click for example]

Dr. Md. Shamsul Arefin

What Wrong with Meetings?

Dr. Md. Shamsul Arefin

Dr. Md. Shamsul Arefin

Chairpersons Tasks During the Meeting

Dr. Md. Shamsul Arefin

Common Disruptive Behaviors

Nonparticipants Loudmouths Interrupters Whisperers Latecomers Early Leavers

Dr. Md. Shamsul Arefin

In order to run a successful meeting, you should

Dr. Md. Shamsul Arefin

The minutes of a meeting are .