IIntroduction to Agenda, ntroduction to Agenda, Meeting and MinutesMeeting and Minutes

Amna A. Rehman

Conducting Interactive Meetings Conducting Interactive Meetings and Writing Minutesand Writing Minutes

I. Steps in Planning a Meeting

II. Setting the Agenda Elements Order of agenda items Example

III. Participating in Meetings The Chairperson The Secretary The Participants

2

Conducting Interactive Meetings Conducting Interactive Meetings and Writing Minutes (cont’d)and Writing Minutes (cont’d)

IV. Resolving conflict Possible outcome Win-win assumptions

V. Writing Minutes of Meeting Elements Producing minutes Example

VI. Strategies to Improve Your Listening Effectiveness

3

Steps in Planning a MeetingSteps in Planning a Meeting1. Determining the purpose Information sharingDecision making

– Identifying issue / brainstorming– Persuasion and negotiation / discussion– Decision

Problem solving– Identifying solution(s) / brainstorming– Evaluating solution(s) / discussion– Choosing best solution(s) / decision

4

Steps in Planning a Meeting Steps in Planning a Meeting (cont’d)(cont’d)2. Selecting the participants

Key contributors Decision makers

3. Setting the agendaAgenda is the outline of items to be discussed and tasks to be

accomplished during a meeting Frames the structure of the meeting. Consists of a list of items to be discussed. Distributes meeting content in advance for better contribution. Presents items in order they appear and the limit allocated by the

chairman.

5

Steps in Planning a Meeting Steps in Planning a Meeting (cont’d)(cont’d)

4. Picking the convenient time and the locationTime of day–Morning versus afternoon

Venue–Comfort and convenience– Seating

5. Preparing notice of meeting6. Sending out documents7. Copying minutes of last meeting

6

Setting the AgendaSetting the AgendaElements of the Agenda

1. To : Involved personnel2. From : Chairperson3. Date : Date of the meeting4. Subject: Brief description of the meeting5. Issues to be discussed6. Person responsible for any designated issues7. Designated time line8. Relevant Documents

7

8

TO: All Members of StaffFROM: Joe Chan (Chairperson)DATE: 23 February 200-SUBJECT: Monthly Staff Meeting

A meeting of all members of staff will be held on Monday 3 March 2000 at 10 am in the conference room. It will last about one hour.1. Apologies for absence (JC)2. Minutes of the last meeting (JC)3. Matters arising (WW)4. Measures to be taken to cut running costs (SY)5. How the measures are to be implemented6. Any other business7. Date of the next meeting

Ms T TamSecretary to the chairperson

Distribution: Willie Wong Sanny YeungCharlie Wu Billy BunterSusie Wong Venus PongPeter Perks Joesph Tse

Source: Adapted from NLM

THE GRABBIT INSURANCE COMPANYAGENDA

Participating in MeetingsParticipating in MeetingsThe 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

9

Participating in Meetings (cont’d)Participating in Meetings (cont’d)Each participant has a role to play in a meeting as follows:

THE CHAIRPERSONBeforehand:Establishing purposeDeciding if a meeting is necessaryChoosing participantsPreparing agendaCirculating agenda etc.Checking arrangements

10

11

Open the meeting: invite introductions if necessary; state the purpose of the meeting; present the agenda.

Move to first agenda item

During the meeting :

Invite someone to speak

Move to the next point

Bring others into the discussion

Interrupt / Control if necessary

Ask for repetition and clarification

Paraphrase (restate using own words) & Summarize (brief general statement)

Conclude the discussion: summarize the decisions/ points raised make sure tasks are delegated

Ask if there is any other business

End the meeting and fix the next meeting date

Participating in Meetings (cont’d)Participating in Meetings (cont’d)THE SECRETARYBeforehand:Helping distribute the agenda to participantsChecking physical arrangementsPreparing stationery and necessary documents etcBooking venue

12

Participating in Meetings (cont’d)Participating in Meetings (cont’d)During the meeting:Taking notes for the minutesProviding information to chairperson and participants if

needed

After the meeting:Writing up the minutesChecking accuracy of the minutes with the chairpersonCirculating the minutes to participants before the next

meeting

13

Participating in Meetings (cont’d)Participating in Meetings (cont’d)THE PARTICIPANTSBeforehand:Reading the agenda and any other pre-meeting

documentationPreparing for the meetingConfirming availabilityBeing punctual to the meeting

14

Participating in Meetings (cont’d)Participating in Meetings (cont’d)During the meeting:Making relevant and productive contributionsAsking for clarification if necessaryBeing prepared to justify opinionsBeing attentive and responsiveBeing aware of your and others’ body language

After the meeting:Following up with any action agreed during the

meeting

15

Writing Minutes of MeetingsWriting Minutes of Meetings About minutes

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

2. Must summarize the major contributions to the discussion in such a way that each speaker’s interactions are recorded

3. Must be clear about what the speaker “meant”, not just what the individual “said”

4. The process of minutes writing is a process of interpretation, not just repetition

16

Writing Minutes of Meetings Writing Minutes of Meetings (cont’d)(cont’d)

Check that the minutes1. Provide a true, impartial and balance account of the

proceedings;

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

3. Are concise and accurate;

4. Follow a method of presentation which helps the reader understand the content.

17

Writing Minutes of Meetings Writing Minutes of Meetings (cont’d)(cont’d)

Elements to be included in a minutes:1. Heading (including where and when the meeting was held)2. Present (who was there)3. Apologies of Absence4. Minutes of the previous meeting (note any corrections and

state the minutes were accepted as a true record of the meeting)

5. Statements of what actually occurred at the meeting6. Who was the chairperson and who the secretary7. The time the meeting adjourned and when the next meeting

is to take place

18

Writing Minutes of Meetings Writing Minutes of Meetings (cont’d)(cont’d)

Types of minutes writing:1.Narrative minutes

A summary of the discussion leading up to a decision. Useful for meetings where a more detailed record of the discussion is

preferable.2.Resolution minutes

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 Record the decision made on the issue and the action (what) to be

taken (by whom) and (when).

19

What can make the listening What can make the listening ineffective?ineffective?Second language listening problemsNative speaker accents and pronunciationSpeed: Perceived pace of native speaker delivery Inability to predict because of unfamiliarity with Concept / subject matter Terminology Cultural references

Sustaining concentration

20

Strategies to Improve Your Strategies to Improve Your Listening EffectivenessListening Effectiveness

Before the Presentation/Meeting1. Prepare yourself mentally:

- Write down one thing you already know about the topic- Listen to confirm

2. Prepare the subject area - Reading in advance to establish a context

3. Predict what you will hear (outline format)

- Write down 2 or 3 questions related to the topic: 2-3 things: 1. You expect to find out 2. You would like to know 3. You didn’t understand from the reading

21

Strategies to strengthen your academic listening skills

Strategies to Improve Your Strategies to Improve Your Listening Effectiveness (cont’d)Listening Effectiveness (cont’d)

During the Presentation/Meeting1. Listen for key words - Don’t write down everything

- Leave lots of white space on the page- Use a numbering system

2. Listen for summaries and for repeats

- To sum up- In summary then

3. Wake - Mind drifting?4. Link to what you know

- Write notes to yourself: 1. Examples 2. Comparisons

22

Strategies to Improve Your Strategies to Improve Your Listening Effectiveness (cont’d)Listening Effectiveness (cont’d)

After the Presentation/Meeting1. Review - Read over your notes as SOON as you

can after the meeting

2. Transform - Manipulate the information in some way: 1. Chart 2. Diagram 3. Mind map

23