Meeting Organizing
Content
Introduction: This unit is a Group B optional unit at Level 3 with a total of 5 credits. This unit helps a candidate to completely understand the arrangements and actions required for planning and organising meetings, to be able to prepare for a meeting, be able to support the running a meeting and how to follow up a meeting. A personal statement has also been included for this unit! P.S: On a kind note, please do not copy anything submitted here and display them in your file. This has been published here, purely to help you gain an idea / understanding of what they expect you to write and how you have to write. You will have to relate to your own work area and organisation and stick with it while preparing the files. Thank you for your co-operation. 1.1 Explain the role of the person planning and organising a meeting? For a meeting to run effectively, good planning and preparation are required. This takes a good deal of time. The following has to be considered while planning a meeting: Planning the meeting:
The basic details of the meeting like the type of meeting, how much budget is allocated, number of attendees, venue and other basic details has to be gathered. The aim of the meeting The role of each person attending from the team has to be known. Organise a checklist and put all dates on the calendar to make sure different meetings or events do not conflict with each other. Meetings have to be scheduled periodically to monitor actions and hence meeting that repeat every month or every fortnight can be put on recurrence on the electronic calendar to save time.
After planning the meeting, the next step is to organise the meeting. The following have to be considered while organising a meeting:
Organising the meeting:
The purpose of the meeting has to be considered Find out the best time to hold the meeting so that it does not conflict with any other important appointments of the people involved in the meeting. The venue has to be chosen in such a way that it is easily accessible by all the attendees. Plan the length of the meeting, considering the visitors and the number of issues that need to be discussed. Plan about refreshments that will be provided, and who will be in charge. Gather agenda items and prepare them in the proper format and order. If responsibilities need to be distributed among different people, make of a list of who will be doing what ! Make sure that the person facilitating the meeting knows what needs to be achieved at the meeting and is aware of the time the meeting should last.
1.2 Describe the different types of meetings and their main features? There are various types of meetings. The type of meetings depends on:
The number of people attending the meeting The purpose of the meeting The size of the organisation The person chairing the meeting The length of the meeting
The basic types of meetings are as follows.
Standing meeting:This is a meeting that takes place on a regular basis either weekly or fortnightly with the manager with regards to
any project that is in progress, these meetings last till the completion of the project and they have general format for agenda and minutes.
Topical meeting: These are meetings that are arranged to discuss about a particular topic related to work or a project. Presentation: These meetings are held generally to inform the team about any new changes made in processes and procedures. In this meeting there is a presenter or two and in the end, the attendees have the opportunity to ask questions. Conference: This meeting is organised with high planning and structure, moderated by a chair person. The number of participants depends on the purpose of the conference. Emergency meeting: These are meetings held all of a sudden without much prior notice to address any crisis internal or external to the organisation. This meeting will require all members of the team to attend the meeting. Seminar: These meetings are held mainly for educational purposes and they are headed by experts in that particular field.
1.3 Explain how to plan meetings that meet agreed aims and objectives. Meetings are very important and they have to be planned with great attention and detail, because they play a very important role in achieving the goals of the organisation. First and foremost, prepare a checklist for the meeting. Meeting Checklist:
Check to see if concrete and realistic goals have been set up. Check to see if the meeting venue is accessible to everyone Check if the dates and times are convenient for all attendees Check if chairperson is aware of the agenda Prepare an agenda that can accomplish all goals Check if agenda is printed and ready, resources ready for meeting and all invites sent out.
Check if chairperson, minute taker, presenters and refreshments are all set up and ready
Planning: Plan the meeting together with the chairperson and all the attendees, keeping in mind the type of meeting, purpose, budget available, number of attendees, venue and other basic details. Venue Requirements: When choosing a venue for the meeting, look at the purpose of the meeting and the number of attendees, and if the venue is in good reach. Check with the venue to see if they have all the facilities needed for the meeting. Also inform the chair and the attendees if necessary and get ideas if needed about the venue in order to avoid any hassles or failures of the meeting. Target Attendees and Invitations: List clearly the attendees for the meeting and send meeting invites. Talk to the visitors to ask what they will be talking on and how long they will need. That way you can calculate the length of the meeting. 1.4 Explain the purpose of agreeing a brief for the meeting. Brief is a short note of what the meeting is all about, like the purpose and who will be attending and why they will be attending. A brief lets us focus on the objectives of the meeting and its outcomes and this helps effective team building. A good brief has to be short, clear and focussed adding up all thought that need to be conveyed. This will give a clear understanding of what you are trying to do without any confusion. The next point to be noted is that it has to be very clear in its objectives relative to the business. 1.5 Explain how to identify suitable venues for the different types of meetings. When choosing a venue for the meeting or conference there are a few things that have to be kept in mind.
Suitability: Check to see if the venue is big enough to accommodate all the attendees of the meeting.
Location: Make sure that the venue is in a location which is accessible easily by all the attendees of the meeting. Availability:Check to see if the venue is free on the date requested to avoid disappointment at the last minute. It can create further problems not knowing the venue is not available after all arrangements have been made and all attendees have arrived. Size: Check to see if the venue can accommodate all the attendees including the other factors such as resources available or if help is available to use resources needed. Facilities:Check the venue to see if you can hold the meeting there without any trouble in using the resources. Cost:Also check to see if the venue fits into the budget and if it is cost effective.
1.6 Describe the types of resources needed for different types of meetings. The following are some of the basic resources required for a meeting
Writing material –to take down notes in the meeting. OHP – To demonstrate or display documents or slides Dry board – This helps the person who demonstrates to write down things or ideas clearly for the attendees, so that there are no doubts PC/laptop – these are used in conjunction with the overhead projector for demonstration with slideshows or documents. Info print outs for other participants – These include agenda and other paperwork the attendees might require to follow the meeting without any problems
1.7 Outline the main points that should be covered by an agenda and meeting papers. The agenda, is prepared before the meeting and is sent out to all the attendees. It is a list of topics which will be put forward for discussion. An agenda needs to include
a brief description of the meeting objectives
a list of the topics to be covered A list stating who will address each topic and for how long. The time, date and location of the meeting and any background information participants will need to know to hold an informed discussion on the meeting topic.
The meeting papers are a record of
those present Time meeting started and finished All topics, discussions etc, nothing should be left out.
1.8 Explain the purpose of meeting attendees’ needs and special requirements, and providing them with information required for the meeting. A meeting organiser will have to make sure that the needs of all the attendees are met. Always come prepared, if you have been assigned something specific, if you are scheduling a conference call, make sure you do it in advance. You might be asked to bring food or drinks.
If you are just attending the meeting, you have to at least bring 2 pens and enough paper to take notes. If you responsible for organising food and drink for attendees, check to see if any of the attendees have special dietary requirements. If the chair or speaker needs to make use of a laptop and/or projector make sure they are all set up and ready If an attendee is physically disabled and requires special access arrangements make sure there are facilities for that person in the venue. Check with the venue, date and time of the meeting and if the venue is definitely available for the required time. If attendees need address and directions, make sure they are emailed the details well in advance.
Keep any external attendees briefed about the purpose of the meeting, and individual assignments. 1.9 Describe the health, safety and security requirements that need to be considered when organising meetings. Health and safety and security are the most important factors to be considered while conducting a meeting.
Check to see if the venue is safe structure wise for the meeting to take place. Check to see if the electrical wirings are sealed properly and are not trailing on the floor. Make sure that the equipments that we use, like laptops and OHPs are in good working order and passed the ICT testing to avoid safety issues. Make sure that any important confidential documents if taken to the meetings are not lost anywhere and brought back safe, and also make sure that only authorised people are allowed access to those documents.
1.10 Explain the purpose and benefits of briefing the chair before a meeting. The meeting chair should be briefed about the meeting so that they know what to expect at the meeting. Some chair's have a lot of work on their schedule and therefore can't give all their attention to one project or area. The person responsible to brief the chair is the person responsible to ensure that this up to speed and to keep the meeting running smoothly. 1.11 Explain the purpose of welcoming and providing suitable refreshments to attendees if required. The purpose of welcoming and providing suitable refreshments to attendees is to make them feel welcome, relaxed and get them in a good mood to be attentive and feel the need to be in the meeting. It also prevents people from being tired.
1.12 Describe the types of information, advice and support that may be needed to be provided during a meeting. The most obvious kind of support that you might be asked to provide is taking minutes. You may be asked to provide an agenda and other supporting documents. Other types of information and support might include IT resources such as a projector, laptops or even food and drink. 1.13 Describe the types of problems that may occur during a meeting and how to solve them. There are various problems that can arise during a meeting. It can be to do with the people participating in the meeting or with the resources used in the meeting. Problems in ICT: A laptop or projector used for the meeting might not function properly due to a conflict with the software. Most of the times, the problem is no connection to the intranet. Thos problems can only be resolved if one has administrative rights to make changes to the system. If not, advice from an IT technician has to be sought. Problems with participants: Apart from this, there can be conflicts arising from meetings. The types of conflict in business meetings can be
Professional differences – This arises due to difference in opinions, when left without solving can lead to work relationships getting spoiled. Power struggles and personality issues – This arises when individuals or groups dislike one-another. This is to do with the personalities of people rather than about work conflicts.
Resolving Conflict These are some approaches and techniques you can use to resolve conflicts. Conflicts can be about
Disagreements about workloads.
Difference of opinions. Problems/disagreements over lunch breaks, annual leave, holidays, etc. Difference regards to the way of working.
Conflicts can be resolved in the following ways:
Face to face discussions have to be conducted to clearly listen and understand the issue in detail and also to know the severity of the issue Rotas can be changed or amended to suit the needs and to resolve any conflicts Involve management in cases where conflicts can not be resolve by mere face to face discussions Grievance procedures have to carried out if the issue is really severe and the affected person wishes to carry out a grievance procedure with regards to the conflict
1.14 Explain what should be included in a record of a meeting and the purpose of ensuring the record is accurate and approved. Minutes have all the information regarding decisions taken in a meeting and the actions that need to be taken within an assigned period of time. Everything is recorded, and hence enables all the people involved to keep things on track, and hence acts as a reminder. Any doubts or confusions that arise after the meeting can be clarified by referring and going through the minutes. Minutes have to be clear and concise. The minute taker has to be prepared before the meeting, be attentive and alert during the meeting and write down the minutes after the meeting. Before the Meeting The minute taker should not be an active participant in the meeting as it can be difficult to handle both the tasks. Create a template for recording your meeting minutes and make sure you leave some blank space to record your notes. Include the following information:
Date and time of the meeting The purpose of the meeting The meeting lead or chair’s name Assigned action items Decisions made Actions to be taken Any other issues Date for next meeting
Before the meeting, gather as much information from the organiser as you can. Ask for a list of attendees, as well as some information on the purpose of the meeting. Decide how you want to record your notes. If you aren’t comfortable relying on your pen and notepad, try using a tape recorder. During the Meeting As people enter the room, check off their names on your attendee list or write down the names as people enter the meeting room. If there are new people whom you are not aware, ask either the chair or the person itself to introduce them to the team. It is also good to introduce everyone present, because visitors or some attendees might not be aware of all present for the meeting. This also helps to write down the minutes when assigning tasks and actions. The minute taker has to be a very careful listener, not diverting the mind into anything else, so as to write down the notes accurately. If you don’t understand exactly what decision has been made or what action has been assigned, ask the meeting lead to clarify. After the Meeting After the meeting look through the notes and add any additional points that are left out, clarifying any doubts then and there so you do not lose track of what was discussed in the meeting. Type your notes out in the template you created before the meeting, this will make the notes easier for everyone to read and use.
When you’re writing out your notes:
Number the pages as you go so you aren’t confused later. Focus on action items, not discussion. Be objective. If you need to refer to other documents, attach them in an appendix or indicate where they may be found. When you finish typing the minutes, ask the meeting chair to review the document for errors.
Recording meeting minutes ensures that the decisions and actions resulting from a meeting aren’t lost or forgotten. It also serves as a record for future references, and thereby serve as important documents for the benefit and smooth running of the organisation. 1.15 Explain how to record actions and follow up if required. Any action discussed at a meeting has to be recorded then and there. Actions to be followed up might involve an individual or the team as a whole. So before the next team meeting if the follow up is something to do with you or your team, make sure it is complete. If it is related to a different team or person from outside organisation, chase up to see if it was followed up either by telephone or email. 1.16 Explain the purpose of collecting and evaluating participant feedback from the meeting. Feedback is a reflection of the performance of individuals in the team. Every person in a team works differently. From our point of view, it might look right, but we have to see things from the observer’s point of view too, and feedback gives a chance to take or listen to other people’s view of the way we work. Feedback can be positive, negative, or neutral Feedback can be delivered in a number of ways, and it’s important to pay attention to as many of them as possible. All feedbacks are not accurate, and it is the way people see the way we work, and how it can be improved.
The purpose of collecting and evaluating feedback from a meeting are: 1. We work for the customers, and they are very important for the smooth running of the organisation. So we have to listen to feedbacks to improve customer service. 2. Getting feed back helps you distinguish between what is right and what is wrong. You also get to know what is needed or essential and what is not, thereby helping you improve your efficiency. 3. We live in a community that has different cultures and beliefs. So collecting feedback helps you to improve your work with the diverse community. 4. We work with people having different personalities and relationships and characters in the community. Getting feedback helps us work efficiently in a way that suits every person in the community. 5. Feedback tells you whether the way you work is successful or not. And it will also help you consider alternative ways of improving your performance. 6. Through feedback we come to know if we have hurt anyone, or made anyone feel uncomfortable or have disrespected anyone. We might do that unintentionally, so feedback helps us to identify those mistakes. 7. Feedback helps us focus on what the participants in a meeting require rather than what we require. Using feedback from participants: 1. We can use the feedback to better understand the needs of the community. 2. We can use it to understand changes in the community. 3. We can use it to improve the program itself. 4. Feedback helps develop an organizational culture that embraces and applies what has been obtained from others.
1.17 Describe how to agree learning points to improve the organisation of future meetings. Any issues we come across in meetings are noted down. These are then discussed with the managers and actions or decisions are taken as to what can be done to avoid such circumstances in the future and the manager agrees it. These actions are taken as it affects all the attendees in the meeting and the visitors, and if not actioned, they can be harmful for the smooth running and affect the department’s and organisation’s performance.
The basic details of the meeting like the type of meeting, how much budget is allocated, number of attendees, venue and other basic details has to be gathered. The aim of the meeting The role of each person attending from the team has to be known. Organise a checklist and put all dates on the calendar to make sure different meetings or events do not conflict with each other. Meetings have to be scheduled periodically to monitor actions and hence meeting that repeat every month or every fortnight can be put on recurrence on the electronic calendar to save time.
After planning the meeting, the next step is to organise the meeting. The following have to be considered while organising a meeting:
Organising the meeting:
The purpose of the meeting has to be considered Find out the best time to hold the meeting so that it does not conflict with any other important appointments of the people involved in the meeting. The venue has to be chosen in such a way that it is easily accessible by all the attendees. Plan the length of the meeting, considering the visitors and the number of issues that need to be discussed. Plan about refreshments that will be provided, and who will be in charge. Gather agenda items and prepare them in the proper format and order. If responsibilities need to be distributed among different people, make of a list of who will be doing what ! Make sure that the person facilitating the meeting knows what needs to be achieved at the meeting and is aware of the time the meeting should last.
1.2 Describe the different types of meetings and their main features? There are various types of meetings. The type of meetings depends on:
The number of people attending the meeting The purpose of the meeting The size of the organisation The person chairing the meeting The length of the meeting
The basic types of meetings are as follows.
Standing meeting:This is a meeting that takes place on a regular basis either weekly or fortnightly with the manager with regards to
any project that is in progress, these meetings last till the completion of the project and they have general format for agenda and minutes.
Topical meeting: These are meetings that are arranged to discuss about a particular topic related to work or a project. Presentation: These meetings are held generally to inform the team about any new changes made in processes and procedures. In this meeting there is a presenter or two and in the end, the attendees have the opportunity to ask questions. Conference: This meeting is organised with high planning and structure, moderated by a chair person. The number of participants depends on the purpose of the conference. Emergency meeting: These are meetings held all of a sudden without much prior notice to address any crisis internal or external to the organisation. This meeting will require all members of the team to attend the meeting. Seminar: These meetings are held mainly for educational purposes and they are headed by experts in that particular field.
1.3 Explain how to plan meetings that meet agreed aims and objectives. Meetings are very important and they have to be planned with great attention and detail, because they play a very important role in achieving the goals of the organisation. First and foremost, prepare a checklist for the meeting. Meeting Checklist:
Check to see if concrete and realistic goals have been set up. Check to see if the meeting venue is accessible to everyone Check if the dates and times are convenient for all attendees Check if chairperson is aware of the agenda Prepare an agenda that can accomplish all goals Check if agenda is printed and ready, resources ready for meeting and all invites sent out.
Check if chairperson, minute taker, presenters and refreshments are all set up and ready
Planning: Plan the meeting together with the chairperson and all the attendees, keeping in mind the type of meeting, purpose, budget available, number of attendees, venue and other basic details. Venue Requirements: When choosing a venue for the meeting, look at the purpose of the meeting and the number of attendees, and if the venue is in good reach. Check with the venue to see if they have all the facilities needed for the meeting. Also inform the chair and the attendees if necessary and get ideas if needed about the venue in order to avoid any hassles or failures of the meeting. Target Attendees and Invitations: List clearly the attendees for the meeting and send meeting invites. Talk to the visitors to ask what they will be talking on and how long they will need. That way you can calculate the length of the meeting. 1.4 Explain the purpose of agreeing a brief for the meeting. Brief is a short note of what the meeting is all about, like the purpose and who will be attending and why they will be attending. A brief lets us focus on the objectives of the meeting and its outcomes and this helps effective team building. A good brief has to be short, clear and focussed adding up all thought that need to be conveyed. This will give a clear understanding of what you are trying to do without any confusion. The next point to be noted is that it has to be very clear in its objectives relative to the business. 1.5 Explain how to identify suitable venues for the different types of meetings. When choosing a venue for the meeting or conference there are a few things that have to be kept in mind.
Suitability: Check to see if the venue is big enough to accommodate all the attendees of the meeting.
Location: Make sure that the venue is in a location which is accessible easily by all the attendees of the meeting. Availability:Check to see if the venue is free on the date requested to avoid disappointment at the last minute. It can create further problems not knowing the venue is not available after all arrangements have been made and all attendees have arrived. Size: Check to see if the venue can accommodate all the attendees including the other factors such as resources available or if help is available to use resources needed. Facilities:Check the venue to see if you can hold the meeting there without any trouble in using the resources. Cost:Also check to see if the venue fits into the budget and if it is cost effective.
1.6 Describe the types of resources needed for different types of meetings. The following are some of the basic resources required for a meeting
Writing material –to take down notes in the meeting. OHP – To demonstrate or display documents or slides Dry board – This helps the person who demonstrates to write down things or ideas clearly for the attendees, so that there are no doubts PC/laptop – these are used in conjunction with the overhead projector for demonstration with slideshows or documents. Info print outs for other participants – These include agenda and other paperwork the attendees might require to follow the meeting without any problems
1.7 Outline the main points that should be covered by an agenda and meeting papers. The agenda, is prepared before the meeting and is sent out to all the attendees. It is a list of topics which will be put forward for discussion. An agenda needs to include
a brief description of the meeting objectives
a list of the topics to be covered A list stating who will address each topic and for how long. The time, date and location of the meeting and any background information participants will need to know to hold an informed discussion on the meeting topic.
The meeting papers are a record of
those present Time meeting started and finished All topics, discussions etc, nothing should be left out.
1.8 Explain the purpose of meeting attendees’ needs and special requirements, and providing them with information required for the meeting. A meeting organiser will have to make sure that the needs of all the attendees are met. Always come prepared, if you have been assigned something specific, if you are scheduling a conference call, make sure you do it in advance. You might be asked to bring food or drinks.
If you are just attending the meeting, you have to at least bring 2 pens and enough paper to take notes. If you responsible for organising food and drink for attendees, check to see if any of the attendees have special dietary requirements. If the chair or speaker needs to make use of a laptop and/or projector make sure they are all set up and ready If an attendee is physically disabled and requires special access arrangements make sure there are facilities for that person in the venue. Check with the venue, date and time of the meeting and if the venue is definitely available for the required time. If attendees need address and directions, make sure they are emailed the details well in advance.
Keep any external attendees briefed about the purpose of the meeting, and individual assignments. 1.9 Describe the health, safety and security requirements that need to be considered when organising meetings. Health and safety and security are the most important factors to be considered while conducting a meeting.
Check to see if the venue is safe structure wise for the meeting to take place. Check to see if the electrical wirings are sealed properly and are not trailing on the floor. Make sure that the equipments that we use, like laptops and OHPs are in good working order and passed the ICT testing to avoid safety issues. Make sure that any important confidential documents if taken to the meetings are not lost anywhere and brought back safe, and also make sure that only authorised people are allowed access to those documents.
1.10 Explain the purpose and benefits of briefing the chair before a meeting. The meeting chair should be briefed about the meeting so that they know what to expect at the meeting. Some chair's have a lot of work on their schedule and therefore can't give all their attention to one project or area. The person responsible to brief the chair is the person responsible to ensure that this up to speed and to keep the meeting running smoothly. 1.11 Explain the purpose of welcoming and providing suitable refreshments to attendees if required. The purpose of welcoming and providing suitable refreshments to attendees is to make them feel welcome, relaxed and get them in a good mood to be attentive and feel the need to be in the meeting. It also prevents people from being tired.
1.12 Describe the types of information, advice and support that may be needed to be provided during a meeting. The most obvious kind of support that you might be asked to provide is taking minutes. You may be asked to provide an agenda and other supporting documents. Other types of information and support might include IT resources such as a projector, laptops or even food and drink. 1.13 Describe the types of problems that may occur during a meeting and how to solve them. There are various problems that can arise during a meeting. It can be to do with the people participating in the meeting or with the resources used in the meeting. Problems in ICT: A laptop or projector used for the meeting might not function properly due to a conflict with the software. Most of the times, the problem is no connection to the intranet. Thos problems can only be resolved if one has administrative rights to make changes to the system. If not, advice from an IT technician has to be sought. Problems with participants: Apart from this, there can be conflicts arising from meetings. The types of conflict in business meetings can be
Professional differences – This arises due to difference in opinions, when left without solving can lead to work relationships getting spoiled. Power struggles and personality issues – This arises when individuals or groups dislike one-another. This is to do with the personalities of people rather than about work conflicts.
Resolving Conflict These are some approaches and techniques you can use to resolve conflicts. Conflicts can be about
Disagreements about workloads.
Difference of opinions. Problems/disagreements over lunch breaks, annual leave, holidays, etc. Difference regards to the way of working.
Conflicts can be resolved in the following ways:
Face to face discussions have to be conducted to clearly listen and understand the issue in detail and also to know the severity of the issue Rotas can be changed or amended to suit the needs and to resolve any conflicts Involve management in cases where conflicts can not be resolve by mere face to face discussions Grievance procedures have to carried out if the issue is really severe and the affected person wishes to carry out a grievance procedure with regards to the conflict
1.14 Explain what should be included in a record of a meeting and the purpose of ensuring the record is accurate and approved. Minutes have all the information regarding decisions taken in a meeting and the actions that need to be taken within an assigned period of time. Everything is recorded, and hence enables all the people involved to keep things on track, and hence acts as a reminder. Any doubts or confusions that arise after the meeting can be clarified by referring and going through the minutes. Minutes have to be clear and concise. The minute taker has to be prepared before the meeting, be attentive and alert during the meeting and write down the minutes after the meeting. Before the Meeting The minute taker should not be an active participant in the meeting as it can be difficult to handle both the tasks. Create a template for recording your meeting minutes and make sure you leave some blank space to record your notes. Include the following information:
Date and time of the meeting The purpose of the meeting The meeting lead or chair’s name Assigned action items Decisions made Actions to be taken Any other issues Date for next meeting
Before the meeting, gather as much information from the organiser as you can. Ask for a list of attendees, as well as some information on the purpose of the meeting. Decide how you want to record your notes. If you aren’t comfortable relying on your pen and notepad, try using a tape recorder. During the Meeting As people enter the room, check off their names on your attendee list or write down the names as people enter the meeting room. If there are new people whom you are not aware, ask either the chair or the person itself to introduce them to the team. It is also good to introduce everyone present, because visitors or some attendees might not be aware of all present for the meeting. This also helps to write down the minutes when assigning tasks and actions. The minute taker has to be a very careful listener, not diverting the mind into anything else, so as to write down the notes accurately. If you don’t understand exactly what decision has been made or what action has been assigned, ask the meeting lead to clarify. After the Meeting After the meeting look through the notes and add any additional points that are left out, clarifying any doubts then and there so you do not lose track of what was discussed in the meeting. Type your notes out in the template you created before the meeting, this will make the notes easier for everyone to read and use.
When you’re writing out your notes:
Number the pages as you go so you aren’t confused later. Focus on action items, not discussion. Be objective. If you need to refer to other documents, attach them in an appendix or indicate where they may be found. When you finish typing the minutes, ask the meeting chair to review the document for errors.
Recording meeting minutes ensures that the decisions and actions resulting from a meeting aren’t lost or forgotten. It also serves as a record for future references, and thereby serve as important documents for the benefit and smooth running of the organisation. 1.15 Explain how to record actions and follow up if required. Any action discussed at a meeting has to be recorded then and there. Actions to be followed up might involve an individual or the team as a whole. So before the next team meeting if the follow up is something to do with you or your team, make sure it is complete. If it is related to a different team or person from outside organisation, chase up to see if it was followed up either by telephone or email. 1.16 Explain the purpose of collecting and evaluating participant feedback from the meeting. Feedback is a reflection of the performance of individuals in the team. Every person in a team works differently. From our point of view, it might look right, but we have to see things from the observer’s point of view too, and feedback gives a chance to take or listen to other people’s view of the way we work. Feedback can be positive, negative, or neutral Feedback can be delivered in a number of ways, and it’s important to pay attention to as many of them as possible. All feedbacks are not accurate, and it is the way people see the way we work, and how it can be improved.
The purpose of collecting and evaluating feedback from a meeting are: 1. We work for the customers, and they are very important for the smooth running of the organisation. So we have to listen to feedbacks to improve customer service. 2. Getting feed back helps you distinguish between what is right and what is wrong. You also get to know what is needed or essential and what is not, thereby helping you improve your efficiency. 3. We live in a community that has different cultures and beliefs. So collecting feedback helps you to improve your work with the diverse community. 4. We work with people having different personalities and relationships and characters in the community. Getting feedback helps us work efficiently in a way that suits every person in the community. 5. Feedback tells you whether the way you work is successful or not. And it will also help you consider alternative ways of improving your performance. 6. Through feedback we come to know if we have hurt anyone, or made anyone feel uncomfortable or have disrespected anyone. We might do that unintentionally, so feedback helps us to identify those mistakes. 7. Feedback helps us focus on what the participants in a meeting require rather than what we require. Using feedback from participants: 1. We can use the feedback to better understand the needs of the community. 2. We can use it to understand changes in the community. 3. We can use it to improve the program itself. 4. Feedback helps develop an organizational culture that embraces and applies what has been obtained from others.
1.17 Describe how to agree learning points to improve the organisation of future meetings. Any issues we come across in meetings are noted down. These are then discussed with the managers and actions or decisions are taken as to what can be done to avoid such circumstances in the future and the manager agrees it. These actions are taken as it affects all the attendees in the meeting and the visitors, and if not actioned, they can be harmful for the smooth running and affect the department’s and organisation’s performance.
