THE PURPOSE OF MEETINGS - Lindsay Wright

1 MINUTE TAKING All material copyright of Lindsay Wright This pack is for sample purposes only, and not for re-use 1 Minute Taking Sample Programme OBJECTIVES As a result of the programme participants should be able to Understand the PURPOSE of MEETINGS and what makes them effective State the role and functions of the note taker and chair person Develop listening skills to select and pr cis information Draft concise and accurate minutes PROGRAMME - Welcome. introductions, outline of programme - PURPOSE of MEETINGS What makes them effective?

2 - Refreshments - Role of note taker Minutes and agendas Listening skills - Lunch - Minuting MEETINGS - Refreshments 3. 00 - Writing up minutes and review 2 THE PURPOSE OF MEETINGS MEETINGS are used in almost every organization as a way of communicating information to other people. Their principal functions are to: Inform. Seek ideas. Seek clarification. Resolve problems. Discuss proposals/ways of working. Take decisions.

3 Settle disputes. 3 In general MEETINGS are seen as effective if they: Have a PURPOSE . Have a specific agenda. Have a chair who controls the proceedings. Have a structure and keep to the point. Have someone who records the proceedings. Keep to time. Make decisions if required. 4 COMMUNICATION- HANDY HINTS At work and in our personal lives we continually communicate with others and it is important to examine how effective our communication actually is. Misunderstandings often result when our message has not been communicated in the appropriate manner.

4 Remember that EFFECTIVE communication means the transfer of a thought or idea to someone else so that they have the SAME understanding of the thought or idea as you yourself do. When preparing communication it is useful to ask the following questions: 1. WHO am I communicating with? Who is this person or group? What do I know about them? 2. WHY am I communicating? What is my PURPOSE ?. What response do I want or need? What do I want to achieve? 3. WHAT do I want to say? What does the receiver already know? What does the receiver need to know?

5 Think about the possible needs of the receiver 5 4. HOW best can I convey my message? In what order should I make my points? Language, tone ? 5. WHEN will the reader receive? When does the reader have to take action? CLEAR THOUGHT and the answers to the above questions should lead to: Clear expression Selection of material Concise presentation Logical presentation 6 THE FUNCTIONS AND SKILLS OF THE NOTE TAKER The role of the person who takes the notes/minutes of a meeting is crucial. It is he/she who may be given responsibility for: Gathering information for the agenda.

6 Circulating the agenda with supporting papers. Booking the meeting room. Informing those involved of the date, time, venue and PURPOSE . Organising refreshments. Taking the notes during the proceedings. Ensuring that the notes are typed and checked with the chair. Circulating the notes to all concerned. The note takers role is not always an easy one and there are skills a note taker requires these include: listening being selective being methodical organisational accuracy literacy interpersonal presentational 7 NOTE TAKING AT MEETINGS - DO S AND DON'TS FOR THE NOTE TAKER DO DON'T Get there early Rush in at the last minute.

7 Make sure you know Forget to find out who who is the Chair the Chair of the meeting is. Sit next to the Chair Sit at the back, or out of view. Organise seating and Forget the environmental refreshments factors Check that everyone has Assume everyone will bring papers and take spare ones all the papers Read through all the papers Ignore previous papers well before the meeting Ask for the names of those Be embarrassed to ask people present their names.

8 Listen carefully Go to sleep! Write down key words and Try and write down every the theme single word. Write down decisions Forget that the decision is crucial Ask for clarification Sit there and worry because you do not understand Check your notes with the Circulate without seeing Chair the Chair. Arrange for the minutes Send out hand written to be typed minutes.

9 Make sure everyone who Send out the minutes attends, receives the just before the next minutes well before the meeting . next meeting . 8 SUCCESSFUL MEETINGS 1. KNOW why you and others are there. Check out the PURPOSE of the meeting and what role you are expected to play. 2. PREPARE - make sure you have an agenda and any papers you need. Book yourself time ( even if it is just 15 minutes ) just before the meeting to read through again. It will help to keep your mind off other business and focus on the objective in hand.

10 3. RESEARCH - if you are presenting information make a note of the points you are going to make, to remind you to cover them all. If background papers are required make sure you pass them to the Chair and note taker. 4. BE AWARE of meeting behaviour, sit near allies if it makes you feel comfortable, don't hide behind anyone else as this may lead to isolation; be assertive in putting views forward, put argument forward concisely and without aggression. 5. TAKE your own notes for items that specifically interest you.