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Lecture 9: Conducting Interactive Meetings and Writing Minutes.

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1 Lecture 9: Conducting Interactive Meetings and Writing Minutes

2 2 Conducting Interactive Meetings and Writing Minutes I. Steps in Planning a Meeting II. Setting the Agenda  Elements  Order of agenda items  Example III. Participating in Meetings  The Chairperson  The Secretary  The Participants

3 3 Conducting Interactive Meetings and Writing Minutes (cont’d) IV. Resolving conflict  Possible outcome  Win-win assumptions V. Writing Minutes of Meeting  Elements  Producing minutes  Example VI. Strategies to Improve Your Listening Effectiveness

4 4 Steps in Planning a Meeting 1. Determining the purpose  Information sharing  Decision making – Identifying issue / brainstorming – Persuasion and negotiation / discussion – Decision  Problem solving – Identifying solution(s) / brainstorming – Evaluating solution(s) / discussion – Choosing best solution(s) / decision

5 5 Steps in Planning a Meeting (cont’d) 2. Selecting the participants  Key contributors  Decision makers 3. Setting the agenda  Frames the structure of the meeting.  Consists of a list of items to be discussed.  Distributes meeting content in advance for better contribution.  Allows chairperson to keep the meeting focused and achieve its purpose.  Presents items in order they appear and the limit allocated by the chairman.

6 6 Steps in Planning a Meeting (cont’d) 4. Picking the convenient time and the location  Time of day – Morning versus afternoon  Venue – Comfort and convenience – Seating 5. Preparing notice of meeting 6. Sending out documents 7. Copying minutes of last meeting

7 7 Setting the Agenda Elements of the Agenda 1.To: Involved personnel 2.From: Chairperson 3.Date: Date of the meeting 4.Subject: Brief description of the meeting 5.Issues to be discussed 6.Person responsible for any designated issues 7.Designated time line 8.See Samples

8 8 TO:All Members of Staff FROM:Joe Chan (Chairperson) DATE:23 February 200- SUBJECT:Monthly Staff Meeting A meeting of all members of staff will be held on Monday 3 March 2000 at 10 am in the conference room. It will last about one hour. 1.Apologies for absence (JC) 2.Minutes of the last meeting (JC) 3.Matters arising (WW) 4.Measures to be taken to cut running costs (SY) 5.How the measures are to be implemented 6.Any other business 7.Date of the next meeting Ms T Tam Secretary to the chairperson Distribution:Willie WongSanny Yeung Charlie WuBilly Bunter Susie WongVenus Pong Peter PerksJoesph Tse Source: Adapted from NLM THE GRABBIT INSURANCE COMPANY AGENDA

9 9 Participating in Meetings  The Chairperson  Before the meeting  During the meeting  The Secretary  Before the meeting  During the meeting  After the meeting  The Participants  Before the meeting  During the meeting  After the meeting

10 10 Participating in Meetings (cont’d) Each participant has a role to play in a meeting as follows: THE CHAIRPERSON  Beforehand:  Establishing purpose  Deciding if a meeting is necessary  Choosing participants  Preparing agenda  Circulating agenda etc.  Checking arrangements

11 11 Open the meeting: invite introductions if necessary; state the purpose of the meeting; present the agenda. Move to first agenda item  During the meeting : Invite someone to speak Move to the next point Bring others into the discussion Interrupt / Control if necessary Ask for repetition and clarification Paraphrase (restate using own words) & Summarize (brief general statement) Conclude the discussion: summarize the decisions/ points raised make sure tasks are delegated Ask if there is any other business End the meeting and fix the next meeting date Source: Adapted from NLM

12 12 Participating in Meetings (cont’d) THE SECRETARY  Beforehand:  Helping distribute the agenda to participants  Checking physical arrangements  Preparing stationery and necessary documents etc  Booking venue

13 13 Participating in Meetings (cont’d)  During the meeting:  Taking notes for the minutes  Providing information to chairperson and participants if needed  After the meeting:  Writing up the minutes  Checking accuracy of the minutes with the chairperson  Circulating the minutes to participants before the next meeting

14 14 Participating in Meetings (cont’d) THE PARTICIPANTS  Beforehand:  Reading the agenda and any other pre-meeting documentation  Preparing for the meeting  Confirming availability  Being punctual to the meeting

15 15 Participating in Meetings (cont’d)  During the meeting:  Making relevant and productive contributions  Asking for clarification if necessary  Being prepared to justify opinions  Being attentive and listening  Being aware of your and others’ body language  After the meeting:  Following up with any action agreed during the meeting

16 16 Resolving Conflict Possible outcomeWin-win assumptions  Win-lose  Mutual satisfaction possible  Parties willing to cooperate  Parties can be trusted  Lose-lose Win-win

17 17 Writing Minutes of Meetings  About minutes 1.Can be defined as a written record of the business transacted at a meeting. 2.May well have some legal and authoritative force. 3.Must summarize the major contributions to the discussion in such a way that each speaker’s interactions are recorded 4.Must be clear about what the speaker “meant”, not just what the individual “said” 5.The process of minutes writing is a process of interpretation, not just repetition

18 18 Writing Minutes of Meetings (cont’d)  Check that the minutes 1.Provide a true, impartial and balance account of the proceedings; 2.Are written in clear, concise and unambiguous language; 3.Are concise and accurate; 4.Follow a method of presentation which helps the reader assimilated the content.

19 19 Writing Minutes of Meetings (cont’d)  Elements to be included in a minutes: 1.Heading (including where and when the meeting was held) 2.Present (who was there) 3.Apologies of Absence 4.Minutes of the previous meeting (note any corrections and state the minutes were accepted as a true record of the meeting [with the above corrections, where applicable]) 5.Statements of what actually occurred at the meeting 6.Any Other Business (AOB) 7.Who was the chairperson and who the secretary 8.The time the meeting adjourned and when the next meeting is to take place

20 20 Writing Minutes of Meetings (cont’d)  Types of minutes writing: 1.Narrative minutes [Click for example]Click  A summary of the discussion leading up to a decision.  Useful for meetings that a more detailed record of the discussion is preferable. 2.Resolution minutes [Click for example]Click  Actual resolutions are emphasized, but only give brief details of the discussion itself.  Opinions stated, conflicts among members and disagreements are treated off-record. 3.Action minutes [Click for example]Click  Record the decision made on the issue and the action (what) to be taken (by whom) and (when). (See Supplementary Reading for examples)

21 21 Strategies to Improve Your Listening Effectiveness  Second language listening problems  Native speaker accents and pronunciation  Speed: Perceived pace of native speaker delivery  Inability to predict because of unfamiliarity with  Concept / subject matter  Terminology  Cultural references  Sustaining concentration

22 22 Strategies to Improve Your Listening Effectiveness (cont’d) Before the Lecture 1. Prepare yourself mentally: - Write down one thing you already know about the topic - Listen to confirm 2. Prepare the subject area- Reading in advance to establish a context 3. Predict what you will hear (outline format) - Write down 2 or 3 questions related to the topic: 2-3 things: 1. You expect to find out 2. You would like to know 3. You didn’t understand from the reading  Strategies to strengthen your academic listening skills

23 23 Strategies to Improve Your Listening Effectiveness (cont’d) During the Lecture 1. Listen for key words- Don’t write down everything - Leave lots of white space on the page - Use a numbering system 2. Listen for organizational signposts - First of all / next / a further point / finally - One… Two… - First… Second… 3. Listen for summaries and for repeats - To sum up - In summary then 4. Wake- Mind drifting? 5. Link to what you know - Write notes to yourself: 1. Examples 2. Comparisons

24 24 Strategies to Improve Your Listening Effectiveness (cont’d) After the Lecture 1. Review- Read over your notes as SOON as you can after the lecture - Use hours between classes! 2. Transform- Manipulate the information in some way: 1. Chart 2. Diagram 3. Mind map

25 25 ~ The End ~


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