Transcript: Meeting Minutes By: Group 3 ABOUT The “Minutes” in here doesn’t refer to the measure of time . It refers to the ‘’minute’’ (mīˈn(y)o͞ot) notes taken during the meeting . It must include the ff. Details: • Decisions made • Next steps planned • Identification and tracking of action items MEETING MINUTES Serves as a reference point for: • When the meeting’s outcomes impact other collaborative projects within the organization • Serves to notify individuals of tasks assigned It is a tangible record for the participants . A source of information for those who were unable to attend. Usually done by the Secretary/Minutes Taker 5 ESSENTIAL STEPS A well-planned meeting helps ensure effective meeting minutes. For easier minute taking, the minutes-taker could work with the Chair to create a document format that works as an agenda and minutes outline as well. 1.) PRE-PLANNING The meeting agenda can be used as a guide/outline and provides information that includes: • The names of all the meeting attendees, including guests or speakers • Documents that are sent out with the agenda or handed out in the meeting It is also important to ask the chair of the committee/board what they expect of your role and the details in the minutes. Before taking notes, it is important to know what kind of information you need to record It usually includes the ff: • Date and time of the meeting • Names of the meeting participants and those unable to attend (e.g., “regrets”) • Acceptance or corrections/amendments to previous meeting minutes 2.) RECORD-TAKING AT THE MEETING • Decisions made about each agenda item, for example: o Actions taken or agreed to be taken o Next steps o Voting outcomes o Motions taken or rejected o Items to be held over o New business o Next meeting date and time Tips that might help your note taking • Create an outline • Check-off attendees as they enter the room • Record decisions or notes on action items • Ask for clarification if necessary • Don’t try to capture it all • Record it Once the meeting is over, write the minutes as soon as possible while everything is still fresh a.) Be Objective • Include a short statement of each action taken by the board and a brief explanation of the rationale for the decision • When there is extensive deliberation before passing a motion, summarize the major arguments 3.) MINUTE-WRITING/TRANSCRIBING b.) Write in the same tense throughout c.) Avoid using names except for motions or seconds d.) Avoid inflammatory or personal observations e.) Review your outline, ensure that all decisions, actions and motions are noted f.) Add additional notes, clarify all points raised, if necessary g.) Edit to ensure brevity and clarity, for easy reading As the official ‘’minutes-taker’’ or secretary, your role may include the dissemination of the minutes, but it must first be reviewed by the chairman The minutes are usually shared online which is great for paperless sharing process: • Sharing via cloud- when the organization uses a cloud-based membership system • Sharing via google docs • Sharing via email 4.) DISTRIBUTION OF MEETING MINUTES Tools for Meeting Minutes: • Google Docs • OneNote (for Microsoft Users) • Evernote • Meeting Mix • Textpad/TextMate • Agreedo 5.) FILING OR STORAGE OF MINUTES FOR FUTURE REFERENCE • Once revisions are made by committee and board, they must be stored for future reference • It can be stored via online (Google Docs, SkyDrive) • Can be backed up on an external hard drive • Hard copies may be printed and stored • Provided to a staff member/chair for filing THE END
Transcript: Why Meeting Minutes Matter Meeting minutes are important. They capture the essential information of a meeting decisions and assigned actions. They keep attendees on track by reminding them of their role in a project and clearly define what happened in a group session. What most people don’t know is that meeting minutes shouldn’t be an exact recording of everything that happened during a session. Minutes are meant to record basic information such as the actions assigned and decisions made. they can be saved and used for reference or background material for future meetings relating to the same topic. The Role of the Minute Taker Any person who attends a meeting may be asked to do this. Traditionally secretaries sat quietly taking notes, but chances are you will be expected to take part in the meeting AND take notes. Your role as minute taker can affect how you interact during the meeting. the minutes will serve as an official record of what took place during the meeting, you must be very accurate. Choose Your Weapon Wisely! There are plenty of gadgets to help you take better notes, just make sure you pick the right tool for yourself. Make sure your tool of choice is in working order and have a backup just in case. Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Top Tip - Always take a backup pen and paper! Standard Meeting Minute Template Meeting minutes normally include these elements as standard; Note the time the meeting begins. Time, date and venue. Attendees present and attendees missing Key outcomes from the meeting - decisions made, actions agreed and open issues. Note the ending time of the meeting. During the meeting Don’t try to record notes verbatim it’s not necessary. Minutes are meant to give an outline of what happened in the meeting, not a record of who said what. Focus on understanding what’s being discussed and on recording what’s been assigned or decided on. After the meeting Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. When you finish typing the minutes, ask the meeting lead to review the document for errors. Send the final copy of the minutes to attendees right away. Keep a copy of the notes (and the template) for yourself in case someone wants to review them later. Recording meeting minutes ensures that the decisions and actions resulting from a meeting aren’t lost or forgotten. By taking the time to record proper meeting notes you’ll make sure the time and effort that goes into a meeting isn’t wasted. Minutes Pass around an attendance sheet. Top Tip - Remember who said what by making a named seat plan at the start of the meeting when introductions are made, and referring to it as necessary.
Transcript: Examples Success! A particular organization may value and respect seniority more than others. A younger employee in that organization may face resistance from his/her subordinates just because of his/her age and ideas that the majority of the colleagues are not familiar with. The underwritten rule of success in that situation is to be selective of the upcoming battles and be respectful of others' input. Unwritten Rules of Success in the Organization Every organization has it's own unwritten rules of success There are intra-organizational rules specific to the culture of the unit. Networking - Meet new connections Resume Building - Share the resume with the mentor Mentor Comments Goals for Meeting 4 Job Applications - applied for 2 positions - inquired about 1 position not located in Plano, TX. Networking - Set up lunch and visit appointment Skill Building - Reading business insights on Stanford Business Review - Continue learning Advanced Excel on MyLearning. Meeting Minutes Discussion Mentor-Mentee Meeting 3 6/9/14 Accomplishments Keep up the good work!
Transcript: template/agenda (generally) not a transcription of the meeting short, easy to review what when who was there (and not) motions responses debate (or not) decisions votes secretary signed circulated other technologies used to record/transcribe meetings (documentation) formats vary widely based on the requirements of the organization minutes protocols notes written record -continuity when staff changes -can serve as legal documents -explain expenses -record of activities (funded groups) -evidence of assignments, work done, etc. -historical record But why? Meeting Minutes
Transcript: Example of a Jeopardy Template By: Laken Feeser and Rachel Chapman When creating without a template... http://www.edtechnetwork.com/powerpoint.html https://www.thebalance.com/free-family-feud-powerpoint-templates-1358184 Example of a Deal or No Deal Template PowerPoint Game Templates There are free templates for games such as jeopardy, wheel of fortune, and cash cab that can be downloaded online. However, some templates may cost more money depending on the complexity of the game. Classroom Games that Make Test Review and Memorization Fun! (n.d.). Retrieved February 17, 2017, from http://people.uncw.edu/ertzbergerj/msgames.htm Fisher, S. (n.d.). Customize a PowerPoint Game for Your Class with These Free Templates. Retrieved February 17, 2017, from https://www.thebalance.com/free-powerpoint-games-for-teachers-1358169 1. Users will begin with a lot of slides all with the same basic graphic design. 2. The, decide and create a series of questions that are to be asked during the game. 3. By hyper linking certain answers to different slides, the game jumps from slide to slide while playing the game. 4. This kind of setup is normally seen as a simple quiz show game. Example of a Wheel of Fortune Template https://www.teacherspayteachers.com/Product/Wheel-of-Riches-PowerPoint-Template-Plays-Just-Like-Wheel-of-Fortune-383606 Games can be made in order to make a fun and easy way to learn. Popular game templates include: Family Feud Millionaire Jeopardy and other quiz shows. http://www.free-power-point-templates.com/deal-powerpoint-template/ Quick video on template "Millionaire" PowerPoint Games Some games are easier to make compared to others If users are unsure whether or not downloading certain templates is safe, you can actually make your own game by just simply using PowerPoint. add logo here References Example of a Family Feud Template PowerPoint Games are a great way to introduce new concepts and ideas You can create a fun, competitive atmosphere with the use of different templates You can change and rearrange information to correlate with the topic or idea being discussed. Great with students, workers, family, etc. For example: With games like Jeopardy and Family Feud, players can pick practically any answers. The person who is running the game will have to have all of the answers in order to determine if players are correct or not. However, with a game like Who Wants to be a Millionaire, the players only have a choice between answers, A, B, C, or D. Therefore, when the player decides their answer, the person running the game clicks it, and the game will tell them whether they are right or wrong.
Transcript: Schedules will be sent in a Formal mail to Omneya If there is anything we will go back to Ibrahim Progress Enterprise will be with Ibrahim Mechanical video: we have the description but needs some modifications (Darwish & yara) Main Video: Still in progress (Omar Wael & Noura) Online: Pre-Campaign still in progress (Nesma & Bash) Campaign still in progress (Osama & Magdy) Verificating the page Date: Friday 11/3 Place: Zamalek (felouka) Program: Meeting point in Heliopolis (the exact place will be discussed) at 8:30am there will be a meeting before the outing LinkedIn Outing MECAzine Ibrahim Enterprise Verifecation Linkedin Game Notes Meeting Minutes (4/3/2016) Enterprise Meeting Agenda Offline: Distribution event will be held in the faculty of engineering - Ain Shams and Cairo universities -Date: Sunday or Monday in Ain Shams Tuesday or Wednesday in Cairo -Who will be available to go to Cairo? If it was on Tuesday: Omneya-Wael-Sobky-Magdy-Noura-Ahmed osama(operaions)-Moaaaz(FR) If it was on Wednesday: Ibrahim_MaiMai-Nesma-Rana-Darwish-Amira Online: Posts for VIPs-Post for the distribution event-post to notify that the deadline for sending articles will be postponed(today)-Writing tips-Video Omar Wael(today) Progress: -50 Articles were sent(3 of which are drawings) -Deadline will be postponed till 13/3 (discussable) Attendance: -Mohamed H. Darwish - Mai Saeed - Omar Abd El Aziz - Omneya El Kamali - Amira Kamel - Osama Jandali - Nesma Amer - Rana Salah - Reem Alaa - Mohamed Magdy - Omar Wael - Ibrahim Medhat - Nourhan Fouad - Mariam Nofal - Ahmad Yahia - Mahmoud Ahmad(late) -Yara El Maghrabi(late) MECAzine Ibrahim(Vice head) With Omar Wael (Today) OUTING With Yara Notes
Transcript: Why Minutes Matter Capture decisions and next steps Keep absent invitees in the loop Remind attendees of their role in a project or process Provide a record of the state of science and surrounding views Meeting Documentation Collect participants' names (and organizations, for your reference) Ask for meeting objectives Procure the agenda (this will help fill topics into the template) Request slides (if possible) Minutes are different from a word-for-word recording of the meeting Minutes are different from a meeting report That said... It may be helpful to capture a word-for-word transcript (or as close to it as you can get) You may be asked to submit minutes, rather than a meeting report Check attendees' names off the participant list as they enter the room Introduce yourself or ask to be introduced to those whom you don't know Look out for updates to the agenda and adjust your template accordingly After the meeting... "How to Record Useful Meeting Minutes" http://www.effectivemeetings.com/meetingbasics/minutes.asp "How to Take Effective Conference Notes" https://gigaom.com/2010/09/06/how-to-take-effective-conference-notes/ "Helpful abbreviations for speedy note-taking" http://www.lsbm.ac.uk/assets/pdf/Helpful-abbreviations-for-speedy-note-taking.pdf Tips for taking notes... Do what works for you (verbatim, bullets, etc.) Be sure to capture action items and major areas of discussion How I do it: Avoid typing text that's already on slides Capture who said what as comprehensively as possible Use breaks to highlight action items and points of intense discussion Helpful Resources Review notes while they're fresh in your mind, clarifying areas you didn't understand. When formatting the notes in the template, remove speakers' names from discussion points. (Passive voice works here.) Move discussion points around so that they are organized. Attach any supporting documents to the end of your notes as an appendix. Send to the meeting lead for review.* *Communications manager is available to provide input before this step. Neglected Tropical Diseases Support Center, May 2016 Congratulations! You have been chosen as a candidate to take minutes at technical meetings. Once assigned, you become the trusted keeper of that meeting's content. Follow the trail for tips and tricks... As the meeting begins... Before the meeting... Minutes Myths Your Mission: Capture a Convening
Transcript: Meeting Minutes Meetings are structured on agendas, each matter raised being given its own time and space. 1) The kind of meeting 2) The name of the society or assembly; 3) The fact that the regular chairman and secretary were present or, in their absence, the names of the persons who substituted for them. 4) All main motions or motions to bring a main question again before the assembly 5) Secondary motions that were not lost or withdrawn, in cases where it is necessary to record them for completeness or clarity 6) All points of order and appeals, whether sustained or lost, together with the reasons given by the chair for his or her ruling. 10) The hour of adjournment. Introduction Agendas and minutes are before and after pictures of the same event. The agendas document who was invited and the meeting’s intent and the minutes document who attended and what happened. Example 1. Date, time, and place of meeting 2. Names of those in attendance 3. Purpose of the meeting 4. Each issue addressed and highlights of the discussion 5. A notation of any materials handed out at the time 6. Outcome or decisions made(if an agreement was made to meet again, note place and time of next meeting) Format Meetings Minutes The record of the proceedings of a deliberative assembly is usually called the minutes, or sometimes - particularly in legislative bodies - the journal. prepared by: Maryll Irish M. Librilla BSA 2-9 D Additional rules and practices THE SIGNATURE. Minutes should be signed by the secretary and can also be signed, if the assembly wishes, by the president. FORM OF THE MINUTES. The principles stated above are illustrated in the following model form for minutes: The regular monthly meeting of the L.M. Society was held on Thursday, January 4, 20__, at 8:30 P.M., at the Society's building, the President being in the chair and the Secretary being present. The minutes of the last meeting were read and approved as corrected. The Treasurer reported the receipt of a bill from the Downs Construction Company in the amount of $5,000 for the improvements recently made in the Society's building. The question put by the chair "that the bill be paid" was adopted. Mr. Johnson, reporting on behalf of the Membership Committee, moved "that John R. Brown be admitted to membership in the Society." The motion was adopted after debate. The report of the Program Committee was received and placed on file. The special committee that was appointed to investigate and report on suitable parking facilities near the Society's building reported, through its chairman, Mrs. Smith, a resolution, which, after debate and amendment, was adopted as follows: "Resolved, That . . . [its exact words immediately before being acted upon, incorporating all amendments]." The resolution relating to the use of the Society's library by nonmembers, which was postponed from the last meeting, was then taken up. This motion and a pending amendment were laid on the table after the chair announced that the guest speaker had received a phone message which would require his early departure. The President introduced the guest speaker, Mr. James F. Mitchell, whose subject was ______________. At the conclusion of Mr. Mitchell's talk, the resolution relating to the use of the Society's library by nonmembers was taken from the table. After amendment and further debate, the resolution was adopted as follows: "Resolved, That . . . [its exact wording immediately before being finally voted on]." Mr. Gordon moved "that the Society undertake the establishment of a summer camp for boys on its lakefront property." Mrs. Thomas moved to amend [page 456] this motion by inserting the word "underprivileged" before "boys." On motion of Mr. Dorsey, the motion to establish the camp, with the pending amendment, was referred to a committee of three to be appointed by the chair with instructions to report at the next meeting. The chair appointed Messrs. Flynn, Dorsey, and Fine to the committee. The meeting adjourned at 10:05 P.M. Lashaunda Williams, Secretary
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