PowerPoint Presentation

Essential Meeting Skills Chair Training & Minute TakingLorna Reavley : Representation & Volunteering Manager

Mihaela Spirova:Executive Administrator1Aims and ObjectivesUnderstand the role and importance of the chair person and role of the minute taker

Understand the key tasks and challenges of the roles

Identify potential strategies and solutions to common problems

Enable participants to become more efficient and confident in these roles

Enable participants to present minutes in a clear and understandable format

2ExerciseWork in small groups to discuss and decide on what you believe the role of the chair and the role of the minute taker is

3Role of the ChairThe role of the Chair is to ensure all participants in a meeting can contribute to a structured discussion which leads to a clear decision at the end of the meeting.

Chairmanship is a learned skill. It has to be practiced and perfected.

4The Role of the Minute TakerTo present an accurate and concise written snapshot of a meetingTo identify and capture key pointsTo determine the appropriate languageTo keep a record of minutes for future reference

5Key SkillsChairImpartialAssertiveControlListeningAwarenessSummarisingTiming

Minute TakerAccuracyListeningAbility to identify key points and actionsSpellingCan read own writingObjectiveSo lets concentrate on the Chair for now and we will come back to the minute taking in a little while.6A Good Chairhelps the meeting to run smoothly and efficiently.

They will make sure that:all the business is discussedeveryones views are heardclear decisions are reachedkeeps orderthe meeting starts and finishes on time.

7Will be thinking about the meeting overall, not just the topic under discussion

always aims to draw a balance between hearing everyones views and getting through the business.

never uses their position as chair as an opportunity to put forward their views to the exclusion of others, or to dominate the meeting.

8ExerciseWatch the video and identify the issues or problemsThink about what it might feel like to be a part of the meetingWhat might it feel like to be the chairIs this how you would like to chair meetings?http://www.youtube.com/watch?v=xQW1fEwYZVA

9Key Tasks of a Chair:Before the meeting:

Agendalist of things you want to discussHelps you plan and cover everythingMap of the meeting!Helps you time things appropriately

PrepareKnow what the meeting is about and what you need to get from it

10Key Tasks ( cont.)

At the start of the meeting

Welcoming everyone and IntroductionsEnsure people know what the meeting is aboutMeeting rules

11Examples of meeting rulesAsk people to speak through the chair.

Dont interrupt other people.

Stick to the item on the agenda.

Dont talk amongst yourselves.

Respect other peoples views

Keep contributions short and to the point.

Start and finish the meeting on time.

1This means putting your hand up if you want to speak, and waiting for the chair to say its your turn2 its rude!3. Keep to the business you need to discuss4 one conversation means everyone can participate5dont groan or pull faces when someone else is speaking. Wait until theyve finished and then put your point of view calmly and politely.6. Time them if you need toVery important use time effectively so others wont be thinking about other things they have to do12Key Tasks ( cont.)

In the meeting

Getting through the business on time

Involving everyone

Reaching decisions

Dealing with difficult people

13Exercise

Flip charts with all key tasks in the meetingIn groups go around and write some ideas of how to make sure this happens14Key Tasks ( cont.)

At the End of the Meeting

Summarise decisions taken and action points to be followed up e.g. who's responsible, by when.

Agree a date for the next meeting - it is usually best to set dates for the year's meetings well in advance.

Agree what special items will be put on the agenda of the next meeting

Ensure that the minutes are written up , checked by the Chair and sent out in good time.

15Purpose and Use of MinutesWhat minutes areMinutes are a written representation of the discussions had and decisions made in a meetingWhy minutes are importantMinutes enable an organisation to meet its obligation to conduct business in a transparent and accountable manner. They keep the organisations membership, stakeholders, or the general public informed on the progress of decisions that affect them. They also allow teams to check on progress against required actions.

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Formats and Styles

FormalInformalAction

Follow accepted standards or structure organisational template including a header (title) and clear headingsInformalAction focus on action points, very useful for delegating responsibility and assess progress 17Key Tasks of a Minute Taker:Before the meeting:

Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes.Prepare a list of expected attendees and check off the names as people enter the roomEnsure that all of the essential elements are noted

.1. By having the topics already written down, you can jump on to a new topic without pause. 2. Or, you can pass around an attendance sheet for everyone to sign as the meeting starts. 3. , such as type of meeting, name of the organisation, date and time, venue, name of the chair, main topics. For formal meetings include approval of previous minutes. 18

Key Tasks of a Minute Taker:

In the meeting

Focus, focus, focus

Do not write down every single comment unless those comments affect the decision made

Try to record key issues, major points raised and decisions made

If taking minutes for the first time, make sure you take enough notes to be able to summarise them later on

1. Listening skills2. (he asked and she responded) 19Key Tasks (cont):After the meeting

Type up / edit the minutes as soon as possible, preferably within 48 hours

Double check for grammatical and spelling errors

Make sure you have the minutes approved by the Chair before distributing them

20The Challenges of the Minute TakerWhen hearing/understanding is difficult

Long debates

Spelling mistakes

Being asked to amend or to not include something in the minutes

A good Chair would repeat for minute taking purposes, if not just ask for clarification A good minute taker keeps minutes short and concise by extracting the main points and decisions made; not a transcript!Double check for errors or ask the Chair to proofread

21Exercise

Watch the video

Practise taking the minuteshttp://www.youtube.com/watch?v=HS4KmZaIEE0&feature=BFa&list=PL5F836BD4752DF22D

Swap with a partner to look at the accuracyFeedback to the group 22Key questionsWhen and where was the meeting? Title/purpose?Who attended? (including the name of the minute taker)Who did not attend?What topics were discussed?What was decided?What actions were agreed upon?Who is to complete the actions, by when?Were materials distributed at the meeting? If so, are copies or a link available?Is a follow-up meeting scheduled? If so, when? where? why?

Minutes should have headings and answer these questions23

Questions....

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