23. Lecture 24 minutes - 29.06.2021.pptx

It will e good for members to write minute of meeting

1. (ENGL-1119) COMMUNICATION SKILLS Lecture 24 How to Write Minutes of the Meetings? – Part A Course Instructor: Engr. Asim Ali Department of Chemical Engineering 1

2. Contents What ae Minutes of the Meeting? Why are Minutes of the Meeting Important? What should be included when writing minutes of the meeting? Recommended Books Department of Chemical Engineering 2

3. What are Minutes of the Meeting? Minutes of the Meeting are an official record of a meeting for its participants The minutes are also sources of information for teammates who were unable to attend Minutes of the meeting act as permanent written records to use as references for future decision making Department of Chemical Engineering 3

4. What are Minutes of the Meeting? No meeting should be concluded without meeting notes Minutes of the meeting don’t have to be a record of every single minute The minutes of the meeting only include the most relevant information in the document Department of Chemical Engineering 4

5. Why are Minutes of the Meeting Important? Minutes of the meeting are incredibly handy tools that can offer an array of advantages The minutes of the meeting must be integrated in regular workflow Some of the advantages of the minutes of the meeting are following: Department of Chemical Engineering 5

6. Why are Minutes of the Meeting Important? Less Talk more Action : Every one has experienced meetings that go on and on, but ultimately never go anywhere Such meetings become a forum for endless discussion but plans never actually get put into action Minutes of the meeting help avoid such laziness Department of Chemical Engineering 6

7. Why are Minutes of the Meeting Important? Minutes of the meeting make things more efficient By using previous meeting minutes, it is easy to reflect on By referring to the upcoming agenda items template, it is easier to know exactly what needs to be covered in a meeting Department of Chemical Engineering 7

8. Why are Minutes of the Meeting Important? With the help of previous meeting minutes and the agenda items of the present meeting, the participants of the meeting will have a list of exactly what needs to get discussed and put into action right in front of you The structure of the minutes of the meeting also help as the agenda items are placed in tables Department of Chemical Engineering 8

9. Why are Minutes of the Meeting Important? The tables of the agenda items or minutes of the meeting help assign various people, plans of action Department of Chemical Engineering 9

10. Why are Minutes of the Meeting Important? Better Meeting Structure : Poorly organized meetings usually are not very efficient As a general rule, chairman or convener of the meeting should never go into a meeting without a precise plan outlining what needs to be discussed during the meeting Department of Chemical Engineering 10

11. Why are Minutes of the Meeting Important? If the minutes of the meeting are put together regularly, it will be much easier to determine agenda items of the meeting in advance This will help in adding structure to the meetings and make sure everything gets discussed thoroughly but efficiently Department of Chemical Engineering 11

12. Why are Minutes of the Meeting Important? Keep Everyone up to the Speed : One of the best benefits of the minutes of the meeting is the fact that they can be distributed to the participants who were not able to attend a meeting Department of Chemical Engineering 12

13. Why are Minutes of the Meeting Important? Instead of wasting time answering the same questions and explaining what was discussed, a copy of the relevant minutes of the meeting can be sent to the people who did not attended the meeting This will help them bringing themselves up to speed right away Department of Chemical Engineering 13

14. Why are Minutes of the Meeting Important? This benefit is especially convenient if a certain software is used in which everything is saved and easily shared from one central workspace Department of Chemical Engineering 14

15. Why are Minutes of the Meeting Important? Avoid forgetting about important topics : Another pitfall of disorganized meetings is forgetting to address important topics One could be saved from the sinking feeling while walking out the door of a meeting on realization that they did not discuss a key issue they had in mind Department of Chemical Engineering 15

16. Why are Minutes of the Meeting Important? Minutes of the meeting ensure that nothing gets forgotten in the meetings The participants of a meeting are able to refer to the agenda items already marked down in their draft and even check minutes from the past meetings Department of Chemical Engineering 16

17. Why are Minutes of the Meeting Important? Minutes of the meeting are also handy documents that can be glanced at before a meeting ends, just to make sure everything has been covered Department of Chemical Engineering 17

18. Why are Minutes of the Meeting Important? Increased Accountability : Minutes of the meeting add a degree of accountability to both what’s discussed in the meetings and meetings themselves When a topic is discussed at a meeting, the person taking the meeting minutes usually writes down a team, contact person or leader associated with that meeting item Department of Chemical Engineering 18

19. Why are Minutes of the Meeting Important? This gives that specific person(s) accountability over that topic and can be referred back to as a resource in the future It also avoids any confusion surrounding who’s “in charge” of one task or another Minutes of the meeting can also be great accountability tools for clients Department of Chemical Engineering 19

20. Why are Minutes of the Meeting Important? If there ’s ever any doubt about whether an item was discussed at a meeting (or whether the meeting was even held at all), minutes of the meeting will be handy documents to referring back to provide clarity and avoid frustration Department of Chemical Engineering 20

21. What should be included when writing minutes of the meeting? The contents of the minutes of the meeting will depend on the company ’s needs and the kind(s) of meeting the company generally hold The following elements are usually included in most minutes of the meeting documents: Department of Chemical Engineering 21

22. What should be included when writing minutes of the meeting? Meeting basics like name, place, date, and time : It ’ s important to include basic details about the meeting at the top of the minutes of the meeting document This will ensure that that everything is organized and meeting can be identified at a glance Department of Chemical Engineering 22

23. What should be included when writing minutes of the meeting? List of Meeting Participants : A list of everyone who was present at the meeting must be included This will help in identifying everyone who ’s working on or involved with a given project or topic, as well as noting down which employees are informed about what Department of Chemical Engineering 23

24. What should be included when writing minutes of the meeting? This list is also handy because it helps determine which employees were not able to attend a meeting and will need to be sent a copy of the minutes of the meeting for review Department of Chemical Engineering 24

25. What should be included when writing minutes of the meeting? Meeting Purpose : Every meeting should have one central goal A variety of topics can be discussed during the meeting but there should be one main objective on the agenda The meeting agenda helps provide direction to the meeting and clarity regarding its focus Department of Chemical Engineering 25

26. What should be included when writing minutes of the meeting? Agenda Items : Great minutes of the meeting should include all the agenda items that were addressed at a meeting If possible, it ’s a great idea to talk to the chairman or convener of the meeting and note down these agenda items before the meeting begins Department of Chemical Engineering 26

27. What should be included when writing minutes of the meeting? Noting down the agenda items before the meeting helps in achieving maximum note taking efficiency A handy way to stylize agenda items in the minutes of the meeting is in a table format Department of Chemical Engineering 27

28. What should be included when writing minutes of the meeting? In the table format, one can include columns for things like decisions made, action items, next steps, contact people, additional comments, and so one Department of Chemical Engineering 28

29. What should be included when writing minutes of the meeting? Next meeting date and place : At the end of the meeting, the participants of the meeting must determine how long it will be until everyone needs to meet again It is important to note down the date and time of the next scheduled meeting in the minutes of the meeting Department of Chemical Engineering 29

30. What should be included when writing minutes of the meeting? Documents to be included in the meeting report : The additional meeting documents can be attached to the meeting report to be referred back in the future They can include reports, presentations, documentation etc. Department of Chemical Engineering 30

31. Recommended Books Mishra, Sunita , and C. Muralikrishan . Communication Skills for Engineers. 2nd ed., Pearson, 2011. Whitcomb Clifford A. , and Leslie E. Whitcomb. Effective Interpersonal and Team Communication Skills for Engineers. Wile y, 2013. Department of Chemical Engineering 31

32. Recommended Books Sharma, S. D. A Textbook of Professional Communication Skills and ESP for Engineers and Professionals. 3rd ed., New Delhi, Sarup and Sons, 2006. Campbell, G. Michael. Communication Skills for Project Managers. New York, AMACOM books , 2009. Department of Chemical Engineering 32