Transcript Dakota State University

Dakota State University
Leading Successful Meetings:
Making Minutes Count
Presented by: Lynette Molstad Gorder
Effective Meetings
• Meeting Purpose
– Review meeting basics
• Meeting Objectives
– Review elements of a productive meeting
– Provide 10 tips on how to hold effective meetings
– Meeting minutes
Effective Meetings - Activity
Describe your worst meeting ever or
something that really bothers you during
a meeting …………..
Tip #1 - Start Meetings On Time
• Arrive a few minutes before the meeting starts
o The classic saying “If you are on time – you are late”
• Most important – Actually start the meeting on time
• Shut the door when the meeting is supposed to start
o If your meeting leader consistently shows up late –
ask to start the meeting 10-15 minutes later next time
o Assign someone to watch the time
• Remain consistent and always show up and start on time
Tip #2 – No Electronic Devices
• Establish meeting ground rules
• Schedule breaks
• Lead by example
• Be aware of your surroundings
Tip #3 – Set Clear Meeting
Objectives Beforehand
• Understand the purpose and objective
• Complete the following sentence
o By the end of the meeting I want the group to…..
• Ask the following questions
o
o
o
o
o
Do you want a decision?
Do you want to generate ideas?
Are you getting status reports?
Are you communicating something?
Are you making plans?
• Communicate the meeting purpose and objectives
Tip # 4 – Take only the time needed
• Invite the right people
• Only schedule the time needed
• Only take the time needed
• Follow the next few tips…
Tip #5 – Create an Agenda
• Use the agenda as the meeting schedule
• Use any format necessary to accomplish meeting
objectives
• Consider the following factors:
o
o
o
o
Priorities – what absolutely must be covered?
Results – what needs to be accomplished at the meeting?
Sequence – in what order will you cover the topics?
Timing – how much time will be spent on each topic?
Tip #6 – Stick to the Agenda
• Ask at the beginning of each meeting if there are topics
to be added to the agenda
• Use facilitating phases
o That’s a valid point, but doesn’t directly apply to this discussion.
o Perhaps we should schedule a separate meeting so we can
address it fully?
o It’s obvious there are opposing views surrounding this issue.
Perhaps our time would be best spent working towards a
compromise. Any suggestions?
Tip #7 – Collect & Assign Action
Items
• Listen for key comments that flag potential action
items
• Ask for the action item
• For each action item, collect the following:
o The specific action item
o The person assigned
o The due date
Tip #8 – Summarize at the end
• Summarize BEFORE the meeting is over
• Summarize meeting objectives
• Summarize important decisions and action items
Tip #9: Meeting Minute Guidelines
• Minutes document decisions and assigned
actions; minutes are not intended to record “who
said what”
• Type the minutes as soon as possible after the
meeting while the information is fresh in your
mind.
• Seek clarification if needed
Tip #9: Minute Guidelines
Continued..
• Avoid personal observations
• Take note of any issues that were tabled for future
discussion
• Remember that minutes are for future, as well as
present use – ensure the minutes are clear for
people who may read the minutes in the future.
Tip #9: Minute Guidelines
Continued..
• Minutes should be concise, but at a minimum, should include:
o Date and time of meeting, including the beginning and end time
o Purpose of the meeting
o Meeting lead or chair’s name
o Identify attendees; pass around an attendance sheet if
necessary
o If applicable, notate minutes that are approved from previous
meetings
o Assigned action items
o Decisions made
o Number the pages of your notes so you aren’t confused if the
pages get out of order.
Tip #9: Minute Guidelines
Continued..
• Publish the meeting minutes
– Email
– Web
– Snail Mail
Tip #10 – End Meetings ON TIME
• State the meeting will end on time
• If the meeting will not end on time, communicate
and agree upon the extended time
• Lead by example
Sources
Ann Molstad, Poet Energy, Sioux Falls, SD
Michelle Walter, Avera Health, Sioux Falls, SD