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Dakota State University

Dakota State University. Leading Successful Meetings: Making Minutes Count Presented by: Lynette Molstad Gorder. Effective Meetings. Meeting Purpose Review meeting basics Meeting Objectives Review elements of a productive meeting Provide 10 tips on how to hold effective meetings

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Dakota State University

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

  2. Effective Meetings • Meeting Purpose • 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 duringa meeting …………..

  4. 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 10-15 minutes later next time • Assign someone to watch the time • Remain consistent and always show up and start on time

  5. Tip #2 – No Electronic Devices • Establish meeting ground rules • Schedule breaks • Lead by example • Be aware of your surroundings

  6. 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

  7. 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…

  8. 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?

  9. 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?

  10. 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

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

  12. 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

  13. 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.

  14. 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.

  15. Tip #9: Minute Guidelines Continued.. • Publish the meeting minutes • Email • Web • Snail Mail

  16. 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

  17. Sources Ann Molstad, Poet Energy, Sioux Falls, SDMichelle Walter, Avera Health, Sioux Falls, SD

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