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This document provides tips and techniques for organizing effective meetings and taking minutes. It discusses defining the purpose of meetings, preparing agendas, securing venues, conducting meetings, and techniques for accurately recording the key discussions and decisions in meeting minutes. The outline and sample agenda provide guidance on formatting meetings and minutes.
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Organising Effective Meetings, Minutes Taking Tips & Techniques.ppt
This document provides tips and techniques for organizing effective meetings and taking minutes. It discusses defining the purpose of meetings, preparing agendas, securing venues, conducting meetings, and techniques for accurately recording the key discussions and decisions in meeting minutes. The outline and sample agenda provide guidance on formatting meetings and minutes.
This document provides tips and techniques for organizing effective meetings and taking minutes. It discusses defining the purpose of meetings, preparing agendas, securing venues, conducting meetings, and techniques for accurately recording the key discussions and decisions in meeting minutes. The outline and sample agenda provide guidance on formatting meetings and minutes.
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...
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.