Agenda & MoM
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Knowledge of the agenda and minutes of meetings helps in holding efficient and effective meetings. Good meeting in turn helps make projects successful. In a good meeting, participants' ideas are heard, decisions are made through group discussion and with reasonable speed, and activities are focused on desired results.
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Agenda & MoM
- 1. Writing Agenda and Minutes “
- 2. What is a meeting? “
- 3. * What was the last meeting that you attended? * What made that meeting satisfying/unsatisfying? “
- 4. Effective meetings are structured through writing Before During After
- 5. Before a Meeting “ Agenda ? ?
- 7. Good Agenda Items “ Specific Result Oriented Timed Realistic
- 8. Example Good agenda items that are specific, goal- oriented, timed, and realistic •Brainstorm news items for bulletin (10 min) •Choose the logo for the website (15 min) •Identify pros and cons of using Twitter (12 min) •Update team members on budget (6 min)
- 9. Agenda * A list of matters to be taken up * outline of what the meeting will address. * . It should be distributed to attendees a day or two before the meeting. * For a longer meeting in which participants are required to make a presentation, try to distribute the agenda a week or more in advance.
- 10. Agenda * The agenda should list the attendees, the meeting time and place, and the topics you plan to discuss. * If the meeting includes presentations, list the time allotted for each speaker. * Finally, indicate an approximate length for the meeting so that participants can plan the rest of their day.
- 11. Agenda * Always prepare an agenda for a meeting, even if it is only an informal list of main topics * Informal groups can use a whiteboard to write out their agenda
- 13. Using Agenda “ Assign – Chair, Note Taker, Time Keeper Follow Agenda - Topic Time & Participation
- 14. Big numbers catch your audience’s attention
- 15. Big numbers catch your audience’s attention
- 17. Good Meeting Minutes “ Complete Detailed & Concise Action Items – What/Who/ when
- 18. MoM (Minutes Of Meeting)
- 19. A picture always reinforces the concept Images reveal large amounts of data, so remember: use an image instead of long texts. Your audience will appreciate that
- 20. “ Words full of wisdom that someone important said and can make the reader get inspired.” —Someone famous
- 21. ● Verbatim -Court reporting. Word for word ● Resolution Main conclusion that is reached at Not discussion for AGMs and Statutory meetings Note exact wording of any resolution passed ● Narration Concise summary of all the discussion Past tense and reporting speech Types
- 22. Tasks Involved • Taking rough notes during your meetings. • Writing up these notes neatly or typing them out. • Copying and distributing them to relevant people. • Keeping all minutes together in a file for future reference.
- 23. What should you write down? • Don’t try to write everything down – it’s impossible and not useful. • Concentrate on WHAT has been decided and WHO is going to do it. These are the most important things to have records of. • Don’t worry about producing the perfect minutes – it’s not a test or a competition.
- 24. Writing rough notes • The rough notes you take at the meeting need to be clear enough for you to make sense of them when you come to write them up! The following things can help: • Start the page with the name of your group, date and place of meeting. • Always put an underlined heading for each separate item.
- 25. Writing rough notes • Leave a few lines space between one item and the next, so you have room to add other points if the discussion comes back to it later in the meeting. • Underline or highlight decisions and who has agreed to do what. • Remember that the minutes need to be understood by someone who wasn’t at the meeting, so you need to give a bit of background. • For example, ‘the people in NTU were disgusted by the rubbish in the street’ rather than • ‘they all thought it was disgusting’.
- 26. Writing Minutes The most important thing is to write the minutes up quickly. Don’t put the job off for weeks - it makes a huge difference if the meeting is still fresh in your mind.
- 27. Big numbers catch your audience’s attention
- 28. Big numbers catch your audience’s attention
- 29. Thanks!
Notes de l'éditeur
- A meeting takes place when people come together (whether for work, clubs, sports, school, volunteer organizations, etc.) for a purpose.
- Show slide three and pose these discussion questions to the class: o What was the last meeting that you attended? o What made that meeting satisfying/unsatisfying? Let students discuss the questions briefly with a partner before sharing their answers with the group. Student answers will likely include problems such as no set time frame for the Hart 2 meeting, no agenda or plan, lack of participation, etc. Highlight these answers since they connect with the larger points covered in this lesson.