Meetings and Minutes (Making them more Effective)

Well run meetings uphold full participation in decision-making, drawing on the group’s accumulated experience and expertise. Active contribution in turn improves the success of meetings. Effective meetings can reinforce the team and improves communication. Poor meetings, on the other hand, are exasperating and can be negative.The minutes of meetings are very important management tools. They are the official record of measures, portion also as the legal record, and provide reference material for all. Clear and correct minutes, distributed on time, are thus as important as the meetings themselves! 

WHY DO WE HOLD MEETINGS?? 

For giving and receiving information, To Decide What to and how to do, For getting and giving support to each other. 

What can be done to prepare for meetings? 

Initially you need to clearly identify the purpose of the meeting. Second you need to identify the participants who can really add most value for the discussion. Decide on the best date and time checking with the participants in a way they are not disturbed. Decide on the duration of the meeting. You need to communicate all the information to members and circulate the meeting agenda in good time, early enough to ensure all can attend and make the meeting valuable for everyone.  

How can you make your meeting a success? 

Initially you should be on time. It is highly disrespectful to others to arrive late. Respect the chairperson and always respond through the chairperson. Listen to and respect the opinion of others, even if there is disagreement which means disagree without being disagreeable. You should take a stand and state your opinions on issues. Do not sit on fence, it is unhelpful to progress. You should always share opinions on matters under discussion in a cleat relevant way without repetition and undue length. Express agreement with points made without repeating the whole point. You should learn to accept defeat if your point isn’t accepted by the majority or make them majority convinced trying out different paths. Avoid personalizing issues. Discuss the topic not the individuals. Be constructive and positive. When discussing sensitive or emotive issues strive to remain calm and rational. Respect confidential information and discussions. Ensure that all appropriate information is passed to those you are representing. 

In Closing... 

Effective meetings should

• Support People
• Build Teams
• Share Information
• Take decisions which lead to action

 REMEMBER 

Meetings are expensive processes, especially when all the salaries are considered. Invest sufficient time in the preparations and run every meeting in a business-like way. Effective and efficient meetings can contribute much to successful service delivery.