1. Dakota State University
Leading Successful Meetings: Making Minutes Count
Presented by: Lynette Molstad Gorder

2. Effective Meetings Meeting Purpose Meeting Objectives
Review meeting basics
Meeting Objectives
Review elements of a productive meeting
Provide 10 tips on how to hold effective meetings
Meeting minutes

3. Effective Meetings - Activity
Describe your worst meeting ever or something that really bothers you during a meeting …………..

7. Tip #1 - Start Meetings On Time
Arrive a few minutes before the meeting starts
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
If your meeting leader consistently shows up late – ask to start the meeting minutes later next time
Assign someone to watch the time
Remain consistent and always show up and start on time

8. Tip #2 – No Electronic Devices
Establish meeting ground rules
Schedule breaks
Lead by example
Be aware of your surroundings
What Makes A Meeting Productive?
They achieve the meeting objective
They take up a minimum amount of time
They leave the participants feeling that a sense of process has been followed

9. Tip #3 – Set Clear Meeting Objectives Beforehand
Understand the purpose and objective
Complete the following sentence
By the end of the meeting I want the group to…..
Ask the following questions
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

10. 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…

11. Tip #5 – Create an Agenda Use the agenda as the meeting schedule
Use any format necessary to accomplish meeting objectives
Consider the following factors:
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?

12. 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
That’s a valid point, but doesn’t directly apply to this discussion.
Perhaps we should schedule a separate meeting so we can address it fully?
It’s obvious there are opposing views surrounding this issue. Perhaps our time would be best spent working towards a compromise. Any suggestions?

13. 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:
The specific action item
The person assigned
The due date

14. Tip #8 – Summarize at the end
Summarize BEFORE the meeting is over
Summarize meeting objectives
Summarize important decisions and action items

15. 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

16. 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.

17. Tip #9: Minute Guidelines Continued..
Minutes should be concise, but at a minimum, should include:
Date and time of meeting, including the beginning and end time
Purpose of the meeting
Meeting lead or chair’s name
Identify attendees; pass around an attendance sheet if necessary
If applicable, notate minutes that are approved from previous meetings
Assigned action items
Decisions made
Number the pages of your notes so you aren’t confused if the pages get out of order.

18. Tip #9: Minute Guidelines Continued..
Publish the meeting minutes
Web
Snail Mail

19. 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

22. Sources
Ann Molstad, Poet Energy, Sioux Falls, SD Michelle Walter, Avera Health, Sioux Falls, SD