MANAGE MEETINGS – SESSION 5– 8 March 2011

Aim: Prepare documentation

1.30pm Welcome
Make roll
1.35 Revision
Last week we discussed three important meeting
documents the Notice of Meeting, the Agenda and
proxy forms
1.50 Today we are going to begin looking at further Formal Page 22/23 – Board
documentation Meeting, AGM
Often when sending out an Agenda there are meeting
papers which must be attached Informal P24 – memo, email
. or letter, placed on staff
1. FINANCIAL PAPERS notice board – must be
Profit/loss statements, cashflow statements, signed by the convenor
forecasts, earning statements
2. CHAIRPERSON/CEO/MD’S REPORT Agenda can be attached
Usually delivered verbally but more detailed
notes are often supplied Special Purpose P24 – list
3. RESEARCH REPORTS topics to be discussed
Any area which has been looked at maybe
covering new initiatives for the company
4. ITEMISED MEETING PAPERS
Anything relating t specific agenda items
5. DRAFT DOCUMENTATION
Any documentation which needs to be
discussed at the meeting before being issued in
a final format
6. CORRESPONDENCE
Anything which may be specific to the meeting
and which the members should be able to
consider before the meeting. Otherwise listed,
tabled or read at the meeting
7. COMMITTEE/TEAM REPORTS
Often given verbally but a hard copy maybe
distributed, or if a ppt presentation a copy of
the slides.
8. REPORTS FROM INDEIVIDUALS – often a verbal
presentation with backup printed material
9. MINUTES OF THE PREVIOUS MEETING
Assist attendees in recalling what took place at
the last meeting, may have action points.
2.10 CHECKING FOR ACCURACY AND ERRORS P49
- Any attached documents should be in order as
items appear on the agenda
- Should be consistent with corporate style
- Consistent from meeting to meeting
Eg minutes should take the same format
- Free of errors
- Have uptodate information.
 ENSURE A SPARE SET OF DOCUMENTS ARE TAKEN TO
THE MEETING so unexpected guests or attendees have
a copy of the information or any lost or misplaced
documents can be replaced quickly.
2.15 Despatching within designated timelines
May include
- Time frame decided by participants
- An informal time frame
- Project timeline
- Contractural obligations
- Formal time frame set by organisation or
statutory requirements
CHECK LIST FOR MEETING DOCUMENTS
Discuss need to be organised and ensure everything is
completed at the correct time. A timeline might be a
good idea.

2.30 The Minutes

Are a written record of a meeting. They record
- Attendance, apologies, decisions made,
progress on activities.
Before a meeting can start a quorum must be present.
If this is not the case the minute taker will note why the
meeting was not held.
The Minute taker
-
- Can be anyone (best not the person chairing the
meeting, however)
- Need to decide on recording tool – pen, paper,
laptop, tape recorder – ensure there is a backup
- Must listen carefully
- Record attendance/apologies
- Note time meeting begins
- Note down crucial aspects of each item
discussed and any action to be taken
- Write down Motions, who made them, maybe
record who seconded them and the result
- Record when the meeting ends
Must be a competent note take and have good listening
skills
Guide to taking minutes
1. Attendees and apologies
- Circulate a list with two columns one for those
present and one for those who have notified
they will not be present. Anyone who hasn’t
officially apologized for non attendance is not
recorded as an apology.

2. Minutes of the previous meeting

These should be voted on and any amendments
noted. The name of the person who moves the
 minutes be accepted should be noted.
3. Points discussed
Points (other than small talk or chatter) should
be included. These could be suggestions, issues,
decisions, reports, feedback etc Alternative
views should also be noted.
4. Suggestions
Must be recorded accurately
5. Issues
Record who brought the issue up and what the
result of the discussion was including who
supported/refuted the idea.
6. Decisions
Minutes re a formal record of decisions and
give authority to a person to take action.
Important to record a summary of discussion
followed by the Motion and decision
7. Action items
Give an overview of the item and record the person
who is to take the action.
2.55 Wrap up
Looked at a variety of documents which can be required
when dealing with meetings
Checking for accuracy of documents
Timeframe for sending out documents
The minutes and minute taker
Guide to taking minutes
Next week we shall look at taking minutes