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Organising Effective Meetings,

Minutes Taking Tips &


Techniques
What is Meeting?
People coming together for the
purpose of resolving problems or
making decisions.
Meetings can be formal or
informal.
Costs of Meeting
Participants time;
Reading the agenda
Preparing materials
Attending the meeting; absence from work
Travelling time and cost
Opportunity cost;
What would the participants have been doing?
Work the Cost Out...

CSP + AOC + SHC


= CM/H
WH/Y

Combined Salaries Annual Overhead Sundry Hourly Cost


of Participants + Cost + (Room Hire, etc)
Working Hours in a Year

= Cost of Meeting per Hour


Purpose of Meeting
Imparting information or advice.
Issuing instruction.
Addressing grievances or arbitrating.
Making or implementing decision.
Generating creative ideas.
Presenting a proposal for discussion and
ultimate resolution.
Decide in advance the purpose of the meeting.
Ensure that participants are aware of the purpose.
Types of Meeting
Informal Meetings;
Impromptu meetings - sudden, frank
discussion, quick decision, few people.
Small Informal meetings planned,
problem-solving, feedback.
Brainstorming Sessions new ideas, quick
options for solutions, varied perspectives
and expertise, avoiding criticism.
Types of Meeting...
Formal Meetings;
Board Meetings
Standing Committee Meetings
One-off Committee Meetings
Public Meetings
Conference
External Meetings
Annual General Meetings (AGMs)
Extra-ordinary General Meetings (EGMs)
Preparing an Agenda
What is an Agenda?
A list of items or issues that have to be
raised and debated.
It should be short, simple and clear.
Decide issues to be raised in advance.
Circulate draft among attendees inviting their
suggestions.
Incorporate suggestions into next draft.
Preparing an Agenda..
Re-circulate new draft to attendees seeking their
approval.
Finalise and circulate.
Remember Agenda should:
- Contain details of meetings date, time, place
and purpose.
- Be specific about the purpose of the meeting
- Be clear on what is expected of
attendees/participants.
- Indicate time devoted to each item.
Sample Agenda
Committee Meeting Agenda
July 9, 2006
11:00 a.m. prompt
1. (11:00) Appoint Chairperson
2. (11:10) Apologize for Absence
3. (11:15) Approve last Meetings Minutes
4. (11:30) Matters arising from last Meeting
5. (11:45) Correspondence
(12:00) Refreshments
Sample Agenda..
6. (12:15) Finances
7. (12:45) Special Business
8. (13:00) Other Motions
9. (13:15) Any Other Business
10. (13:35) Next Meetings Details
Securing the Venue
Secure venue well in advance.
Provide adequate seating.
Organise the seating to suit purpose of
meeting.
Install appropriate AV aids and other
facilities.
Arrange for and provide refreshment on
time.
Ensure Rest Rooms are close by and clean.
Organizing a Meeting
The stages of organizing a meeting are as
follows:
The authorizing of the meeting
The finalizing of the minutes
The agenda of the meeting
The notice of meeting
The chairpersons agenda
The minutes.
Conducting the Meeting
Address the Agenda strictly.
Adopt EOTO Method (Each one, talk
once).
Time contributions of participants.
Emphasize resolutions for Secretaries
note.
Save Time; KISS!
Step-Down the Meeting
Define
meetings Decide
purpose how long Prepare
It should last and
circulate
Secure
Agenda
and
organise
venue Ensure
relevant
people
attend
Conduct
meeting
What is Minutes?
Recorded proceedings of a
meeting.
Purpose of Minutes
Preserve a brief, accurate and clear record
of business transaction.
Provide permanent record of the
proceedings at a meeting.
A reference material at a later date when
the business discussed is being reviewed.
Provide reason/explanation why certain
decisions were taken.
Techniques of Minutes taking
Take down, in note form, details of
decisions reached.
Verbatim record is not necessary.
All arguments for and against major
decisions should be noted.
Record the exact wording of every
resolution passed.
Record the names of the proposers and
seconders of resolutions or motions.
Techniques of Minutes taking..
Write minutes as soon as possible after
the meeting to avoid forgetting details.
Write minutes wholly in the third person
and in the past tense.
Provide action columns specifying who is
responsible for taking action on decision
made; for follow-up action and delegation
of duties.
Leave adequate left-hand margin for sub-
headings.
Submit draft to Chairperson for approval
before typing and circulating final copy.
Essentials Of Minutes Taking
And Documentation
Accuracy;
Present a true record of the proceedings.
Brevity;
Provide a summary of the important matters
discussed and decisions reached for reading
and confirmation at the next meeting and for
future reference.
Clarity;
Absentees can be fully informed of the
proceedings, and deliberations are not doubted.
Outline for Recording Minutes
1. A description of the Meeting, including;
Type of meeting
Time
Date
Venue
2. Names of those present, with Chairpersons
name first and the names of the officers last.
3. Apologies.
4. Reading of the minutes of last meeting.
5. Matters arising from the minutes.
Outline for Recording Minutes..
1. Correspondences.
2. General business resolutions must
contain exact wordings given at the
meeting.
3. Any other business this is recorded in the
order in which it is taken at the meeting.
4. The date of next meeting.
5. Signature block for the Chairperson and the
date of the meeting when the minutes
would be signed.