Held in every organization, as per requirements
Include board meetings, training sessions, goal-oriented
Have become increasingly complex over the years!
WHARTON CENTRE FOR APPLIED RESEARCH
Published findings in The Wall Street Journal
Average CEO spends 17 hours/week in meetings
Senior executives spend avg. 23 hours/week
Middle managers spend 11 hours/ week
Senior and middle managers reported that only 56% of the
meetings were productive.
They added that a phone call or memo could have replaced 25%
of the meetings they attended!
To move group actions forward
Review, evaluate, discuss & decide
Social reasons (orientations, goal visioning, communication,
Plan for both- meeting content and meeting process
1. BE SPECIFIC
2. CREATE AN AGENDA
Things to be
amounts of time
to each agenda
3. PREPARE IN ADVANCE
• Smooth conduction of
• Time wastage elimination
• Productivity enhancement
1. Who should participate?
Whose inputs are required?
Who is needed to decide?
Whose consent is required to move forward?
2. What should be the process?
Clarify who will lead the meeting
Will the leader also act as facilitator?
Decide the appropriate format of meeting as per requirement
(participative or directive)
3. Roles in a meeting?
4. Pre and post Meeting Communication
• Time and Place
• Preparation of
• List of audio/visual
• Requests for any
• Action items
• Open issues
• Post or mail
minutes of meeting
Getting down to business
1. TO MEET OR NOT TO MEET
Has a goal been set?
Has an agenda been created ahead of time?
Will the appropriate people be attending?
Can the information be covered in an email
• Stand while
• Take the head
of the table
• Ask a team
• Sit with others
• Sit on either
side of the table
2. NON VERBAL COMMUNICATION
Transmit neutral and appropriate body language
3. REACHING RAPID CONSENSUS
Break the myth
Indicate moving forward and doing it
Integrating other departments of the
Efficiency of task allotted as a result of meeting
Most integral part of an effective meeting process
Record every detail- details of discussions, who said what,
Tip: Carry the agenda along with you
Understand the type of information you need to record at the meeting.
Meeting minutes usually include the following:
Date and time of the meeting
Names of the meeting participants and those unable to attend (e.g.,
Acceptance or corrections/amendments to previous meeting minutes
Decisions made about each agenda item, for example:
Actions taken or agreed to be taken
Voting outcomes – e.g., (if necessary, details regarding who made
motions; who seconded and approved or via show of hands, etc.)
Motions taken or rejected
Items to be held over
Next meeting date and time
Create an outline
Check-off attendees as they enter the room
Record decisions or notes on action items in your outline as soon as they
occur to be sure they are recorded accurately
Ask for clarification if necessary – for example, if the group moves on
without making a decision or an obvious conclusion, ask for clarification of the
decision and/or next steps involved.
Don’t try to capture it all
Record it – literally, if you are concerned about being able to keep up with
note taking, consider recording the meeting (e.g., on your smart phone, iPad,
recording device, etc.)
Minutes need headings so that readers can skim for the information
they need. Your template may include these:
3. Actions Agreed Upon
a. Person responsible
4. Next Meeting
-Date and Time________________
Write the minutes as soon as the meeting is over
Review your outline
Check to ensure all decisions, actions and motions are clearly
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
Edit to ensure brevity and clarity, so the minutes are easy to
Write in the same tense throughout
Avoid using people’s names except for motions or seconds.
This is a business document, not about who said what.
Avoid inflammatory or personal observations. The fewer
adjectives or adverbs you use, the better.
If you need to refer to other documents, attach them in an
appendix or indicate where they may be found. Don’t rewrite
their intent or try to summarize them.
Do write minutes soon after the meeting--preferably within 48
Do use positive language. Rather than describing the discussion
as heated or angry, use passionate, lively, or energetic--all of which are
just as true as the negative words.
Don't skip writing minutes just because everyone attended the
Don't describe all the "he said, she said" details (Record topics
discussed, decisions made, and action items)
Don't include any information that will embarrass anyone (for
example, "Then Terry left the room in tears").
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