Preparing For Meetings:
Imagine you are going to conduct/chair a meeting at your place of work.
Submit (write as in-class exercise):
- The documents you would need to get out to the participants, e.g.
- A memo, fax or e-mail notifying each of the participants or requesting their attendance.
(this may include a request for agenda items, any specific requests you have for particular
documents, inputs from individuals)
- Any other relevant paperwork, e.g. relating to room bookings, A/V equipment, catering etc.
- Other evidence of preparation e.g. diary reminders, a running sheet/checklist for your personal use.
Notes on Minutes
- Appropriate listening skills are vital.
- Chairperson and secretary are complementary roles, i.e. it assists the person taking the minutes if the chairperson clarifies discussion points, uses questions, ensures that the decisions of the meeting are clearly stated, and directs the business of the meeting effectively.
- Minutes vary depending on the needs of the organisation, ranging from a complete verbatim transcript (Hansard), to a concise summary of decisions and action needed.
- Good minutes are:
Clear
Concise
Specific
Action oriented
- For taking minutes, a TABLE is not a bad idea, e.g.