The_Essential_Manager_s_Handbook

PARTICIPATING IN MEETINGS / 193

Recording meetings

Minutes should be produced for

all meetings, even if they are just

simple notes of who agreed to do

what. For regular meetings, such as

staff meetings or committee meetings,

it can be useful if they take a formal

style, because this helps reinforce the

importance of the meeting.

Taking minutes

If you are the minute-taker, clarify what

form the minutes should take with the

chairperson. For some meetings it is

important to know who said what. In that

case you may need to place nametags

in front of each of the attendees. For

most meetings, however, the key point

is to record actions you decide on, who

is taking them, and when they must be

completed. If the chairperson does not

summarize what has been agreed at

the end of each agenda item, ask them

for further clarification. Always aim

to produce the minutes as soon as

possible after the meeting, when the

discussion is fresh in your mind. Try

to keep the minutes as succinct as

possible without detracting from

making a full and accurate record

of everything that had been agreed.

MAKE YOURSELF

HEARD

Have the first words of what

you want to say in your mind;

wait for a pause, then say

those words clearly. Pause,

then carry on with the rest.

Tip

CHECKLIST...

Generating formal minutes of a meeting YES NO

1 Have you stated the “title” of the meeting, where it took

place, and when? ..............................................................................

2 Have you listed the people who were present at the meeting,

and those who apologized for their absence? ................................

3 Have you agreed and noted that the minutes of the last

meeting were an accurate record of what happened? ...................

4 Have you given a description of any additional discussion

points that arose from the minutes of the last meeting? ...............

5 Have you detailed each agenda point, describing what

was discussed and what decisions were made? ............................

6 Have you highlighted the action points, and stated who

will be completing each task and by when? ....................................

US_192-193_Participating_in_meetings_1.indd 193 30/05/16 3:03 pm