Lecture 9: Conducting Interactive Meetings and Writing Minutes.
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Transcript of Lecture 9: Conducting Interactive Meetings and Writing Minutes.
Lecture 9:Lecture 9:Conducting Interactive Meetings Conducting Interactive Meetings
and Writing Minutesand Writing Minutes
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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
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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
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Steps in Planning a MeetingSteps in Planning a Meeting
1. Determining the purpose Information sharing Decision making
– Identifying issue / brainstorming– Persuasion and negotiation / discussion– Decision
Problem solving– Identifying solution(s) / brainstorming– Evaluating solution(s) / discussion– Choosing best solution(s) / decision
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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 agenda Frames the structure of the meeting. Consists of a list of items to be discussed. Distributes meeting content in advance for better
contribution. Allows chairperson to keep the meeting focused
and achieve its purpose. Presents items in order they appear and the limit
allocated by the chairman.
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Steps in Planning a Meeting Steps in Planning a Meeting (cont’d)(cont’d)
4. Picking the convenient time and the location Time of day
– Morning versus afternoon Venue
– Comfort and convenience– Seating
5. Preparing notice of meeting
6. Sending out documents
7. Copying minutes of last meeting
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Setting the AgendaSetting the Agenda
Elements of the Agenda1.To : Involved personnel
2.From : Chairperson
3.Date : Date of the meeting
4.Subject: Brief description of the meeting
5. Issues to be discussed
6.Person responsible for any designated issues
7.Designated time line
8.See Samples
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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
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Participating in MeetingsParticipating in Meetings
The 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
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Participating in Meetings (cont’d)Participating in Meetings (cont’d)
Each participant has a role to play in a meeting as follows:
THE CHAIRPERSON Beforehand:
Establishing purpose Deciding if a meeting is necessary Choosing participants Preparing agenda Circulating agenda etc. Checking arrangements
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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
Source: Adapted from NLM
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Participating in Meetings (cont’d)Participating in Meetings (cont’d)
THE SECRETARY Beforehand:
Helping distribute the agenda to participants Checking physical arrangements Preparing stationery and necessary documents
etc Booking venue
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Participating in Meetings (cont’d)Participating in Meetings (cont’d)
During the meeting: Taking notes for the minutes Providing information to chairperson and
participants if needed
After the meeting: Writing up the minutes Checking accuracy of the minutes with the
chairperson Circulating the minutes to participants before the
next meeting
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Participating in Meetings (cont’d)Participating in Meetings (cont’d)
THE PARTICIPANTS Beforehand:
Reading the agenda and any other pre-meeting documentation
Preparing for the meeting Confirming availability Being punctual to the meeting
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Participating in Meetings (cont’d)Participating in Meetings (cont’d)
During the meeting: Making relevant and productive contributions Asking for clarification if necessary Being prepared to justify opinions Being attentive and listening Being aware of your and others’ body language
After the meeting: Following up with any action agreed during the
meeting
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Resolving ConflictResolving Conflict
Possible outcome Win-win assumptions
Win-lose Mutual satisfaction possible Parties willing to cooperate Parties can be trusted
Lose-lose
Win-win
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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. May well have some legal and authoritative force.
3. Must summarize the major contributions to the discussion in such a way that each speaker’s interactions are recorded
4. Must be clear about what the speaker “meant”, not just what the individual “said”
5. The process of minutes writing is a process of interpretation, not just repetition
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Writing Minutes of Meetings Writing Minutes of Meetings (cont’d)(cont’d)
Check that the minutes
1. 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 assimilated the content.
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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 [with the above corrections, where applicable])
5. Statements of what actually occurred at the meeting6. Any Other Business (AOB)7. Who was the chairperson and who the secretary8. The time the meeting adjourned and when the next
meeting is to take place
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Writing Minutes of Meetings Writing Minutes of Meetings (cont’d)(cont’d)
Types of minutes writing:
1. Narrative minutes [Click for example] A summary of the discussion leading up to a decision. Useful for meetings that a more detailed record of the
discussion is preferable.2. Resolution minutes [Click for example]
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 [Click for example] Record the decision made on the issue and the action (what) to
be taken (by whom) and (when).
(See Supplementary Reading for examples)
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Strategies to Improve Your Strategies to Improve Your Listening EffectivenessListening Effectiveness
Second language listening problems Native speaker accents and pronunciation Speed: Perceived pace of native speaker delivery Inability to predict because of unfamiliarity with
Concept / subject matter Terminology Cultural references
Sustaining concentration
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Strategies to Improve Your Strategies to Improve Your Listening Effectiveness (cont’d)Listening Effectiveness (cont’d)
Before the Lecture
1. 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
Strategies to strengthen your academic listening skills
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Strategies to Improve Your Strategies to Improve Your Listening Effectiveness (cont’d)Listening Effectiveness (cont’d)
During the Lecture
1. Listen for key words - Don’t write down everything
- Leave lots of white space on the page
- Use a numbering system
2. Listen for
organizational
signposts
- First of all / next / a further point / finally
- One… Two…
- First… Second…
3. Listen for summaries
and for repeats
- To sum up
- In summary then
4. Wake - Mind drifting?
5. Link to what you
know
- Write notes to yourself:
1. Examples
2. Comparisons
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Strategies to Improve Your Strategies to Improve Your Listening Effectiveness (cont’d)Listening Effectiveness (cont’d)
After the Lecture
1. Review - Read over your notes as SOON as you
can after the lecture
- Use hours between classes!
2. Transform - Manipulate the information in some way:
1. Chart
2. Diagram
3. Mind map