Business Meeting Minutes
business meeting minutes
How to Run an Effective Business Meeting
How productive are your business meetings? Would you describe the culture that governs your meetings to more resemble World War III or crazy chaos? During a meeting, do you focus on the agenda at hand or do you concentrate more on breaking a foam cup into bits? Would you qualify eating all of the donuts in a meeting as a major accomplishment in your agenda? If these meeting scenarios sound familiar to you, you are not alone! Many studies have shown that more time is wasted in meetings than in any other business activity. It is estimated that people spend 20-40% (upper management is much more) of their time in meetings and that meetings are only 44-50% efficient (source: Steve Kaye). By improving the efficiency of your next meeting, you may increase your bottom line.
The first step in improving the efficiency of your business meetings is to recognize that meetings are a collaborative effort. The very definition of a meeting is a TEAM activity where SELECT people gather to perform WORK that requires GROUP effort. All participants of a meeting, therefore, must play a role in remaining focused and progressing through the meeting in a timely manner.
Before calling a meeting, it must first be decided whether it is necessary. Remember a meeting is not always the most effective way. Other options available might be sending a memo or an email. It is the responsibility of the meeting solicitor to determine the need for calling the meeting and who should attend. In general, it is best to invite as few participants as possible (key players only). The solicitor must also review the organization’s calendar, reserve the meeting room and assign a meeting facilitator to be in charge of the agenda.
Effective meetings necessitate leadership. Leading a meeting requires attention, confidence, creativity, diplomacy, empathy, flexibility, wits, toughness and yes, humor! The primary role of the leader is to establish the ground roles for the meeting which are namely: to minimize confusion and disruptions and to institute a code of conduct. Some examples of team game rules that are designed to make meetings more effective are:
- If you are planning to introduce a proposal or discuss an issue in a group meeting, send out any relevant information to all team members several days before the meeting.
- Review the agenda and bring any relevant materials with you to the meeting so that we can make informed decisions.
- Don’t lobby a few members before the meeting and try to ram an idea down the throats of the rest of the group in a “surprise attack”. Keep issues above-board and inclusive. “Fight fair”.
- Come to the meetings on time.
- If you are going to be absent, inform others beforehand and send a stand-in who can make at least some decisions in your name.
- Focus on listening and seeking understanding before disagreeing.
- If you are the recorder, distribute complete and accurate minutes to everyone within 48 hours after the meeting.
- If you agree to something, do what you say you will do. Be accountable to each other.
- Sarcasm, personal attacks, interrupting, dominating the discussion, or engaging in distracting behavior during a meeting are all non-productive behaviors. We agree not to engage in them.
- It is okay to disagree during a meeting, but once the group has made a decision, it needs to be supported by everyone outside of the meeting. Passive resistance, sabotage, negative gossip and guerrilla warfare are not okay.
- Remember to celebrate successes and to thank members for their efforts.
In addition to implementing these concepts, an effective meeting leader must enforce a code of conduct in order to maintain a safe environment for discussing ideas. The meeting facilitator should compel the meeting attendees to follow some simple guidelines to ensure an orderly meeting:
• Work as a team
• No rank in the room
• One speaker at a time
• Be an attentive listener
• Focus on the issue
• Respect others
• Suspend judgment
• Allow curiosity
• Maintain confidentiality
It is as equally important to end a meeting efficiently as it is to conduct it. Besides just ending a business meeting on time there should be a review of agenda items and results, as well as assignments. A set agenda for the next meeting should also be prepared.
Having an effective business meeting is a key ingredient to having a successful business. If you would like more information on this subject, please feel free to contact us.
About the Author
Jennifer Selland is the Founder and President of Well-Run Concepts, a Human Resource Consulting Firm based in Ocala Florida, founded in 1997, whose mission is to Help Organizations Define and Develop Top Talent. Jennifer has over 15 years of Human Resource Management and Executive Operational hotel experience.
Well-Run Concepts
“Helping Organizations Define and Develop Top Talent.”
303 S.E. 17th St., Suite 309-170
Ocala, FL 34471
Toll Free: 877-566-2900 Tel: 352-624-2684 Fax: 352-624-2689
Website: www.well-run.com Email: Jennifer@well-run.com
HOA meeting minutes?
I’m hoping someone out there understands how an HOA takes notes and posts the minutes of every meeting.
Our HOA has an open to everyone Annual Budget meeting every December. However the minutes from the meeting are not available to Home Owners until the next Annual Budget meeting the following year. It’s custom to approve the previous years minutes before moving onto new business.
So throughout the entire year, no one can view the minutes except for the HOA board, “because they’re not approved.” I find it odd that we take minutes, but by the time anyone views them they’re old news. I’ve been told it’s in the HOA rules. Does this make sense to anyone?
I would review the HOA bylaws and see what they say about it myself. I would think anyone interested in knowing what happened at the meeting (perhaps because they were unable to attend) should be able to receive a copy from the secretary by request.
Otherwise, what is the point of having notes taken?
|
|
Panasonic NC-EM40P 4.0 liter (4.2-Quart) Electric Thermo Pot $119.95 MODEL- NCEM40P VENDOR- PANASONIC FEATURES- 4.1 qt Electric Thermo Pot Our electric thermo pot automatically boils water and switches to keep warm. Easiy dispenses water with a touch of a button. Our electric thermo pot’s dechlorination mode reduces chlorine in tap water for better tasting beverages. The locking lid prevents water from s… |
|
|
Kensington Auto Power Inverter with USB Power Port for Emergency Power, Battery Backup (K38022US) $36.37 The 38022 DC-to-AC Power Inverter turns your cigarette lighter into a powerful wall outlet. Built-in USB power port lets you charge USB compatible devices. Its compact and portable and fits conveniently in your car…. |
|
|
03 – You’ve only got 4 Minutes $64.95 90% of people’s opinion of you is formulated in the first four minutes of meeting you. Learn five simple rules that will help you manage and control those four vital minutes.This product is manufactured on demand using DVD-R recordable media. Amazon.com’s standard return policy will apply…. |
|
|
Maxell Products – Maxell – Standard Audio Cassette, 90 Minutes (45 x 2), 20/Pack – Sold As 1 Box – High bias makes every re-recording sound like the first recording on a new tape. – Records important meetings, conversations and business brainstorms. – Cassette only, case not included. $26.20 Maxell – Standard Audio Cassette, 90 Minutes (45 x 2), 20/Pack – Sold As 1 BoxThe high bias detail in this cassette makes every re-recording sound like the first recording on a new tape, by providing the same magnetic starting conditions for recording. Keep an audio record of important meetings, conversations and your own personal and business brainstorms. This is a 90 minute cassette only, case n… |
|
|
Filemaker Pro 11 $261.99 DBMS – Government, Corporate Retail – PC, Mac, Intel-based Mac – English… |
|
|
ACT! By Sage 2008 10.0 [OLD VERSION] $229.95 The #1 selling contact and customer manager for 20 years, ACT! by Sage 2008 (10.0) improves productivity by helping you organize contact information, manage daily responsibilities, and communicate more effectively. With all your contact details at your fingertips, you can focus on what’s important to your business–building stronger customer relationships. ACT! is easy to learn and use, and can be… |
|
|
Corporate Records Made E-Z Ready to Use Corporate Records Win / Mac $97.99 This Product is intended for information use only and is not a substitute for legal advice. State laws vary and change. For use with Windows and Macintosh…. |
|
|
Apollo Quick Dry Ink Jet Printer Film, 8.5 x 11 Inch Sheets, 50 Sheets per Box (VCG7031SE) $26.67 Create and present crisp charts graphs and spreadsheets using your HP inkjet printer. With color printers film produces vibrant colors for eye-catching presentations. Manufactured from the highest-quality materials. Color(s): Clear Width: 8 1/2 in Height: 11 in Sensing Stripe: N/A.Unit of Measure : Box… |
|
|
GSI Quality Digital Mobile Pen, Write And Upload Notes And Drawings To Computer, USB Interface – For Students, Lectures, Meetings Etc. $89.99 Introducing The New GSI Digital Writer Pen From GSI, Designed To Capture Your Handwritten Notes And Sketches Anytime. No Special Tablets Required, Just Write Like You Always Do, Just This Time You Can Actually Save Them To Your Computer And Create Files From Those Notes. Perfect For Small Workspaces, For Students In The Classroom And For Travelling Businessmen And Their Secretaries. Comes Loaded W… |
|
|
GSI Quality Digital Mobile Pen, Write, Upload And Email Notes And Drawings To Computer, USB Interface – For Students, Lectures, Meetings Etc. $99.99 Introducing The New Digital Writer Pen From GSI, Designed To Capture Your Handwritten Notes And Sketches Anytime. No Special Tablets Required, Just Write Like You Always Do, Just This Time You Can Actually Save Them To Your Computer And Create Files From Those Notes. Perfect For Small Workspaces, For Students In The Classroom And For Travelling Businessmen And Their Secretaries. Comes Loaded With … |
|
|
Business Meeting $49.99 Business Meeting – Giclee Print |
|
|
Minutes of Meeting $28.27 No Synopsis Available |
|
|
Notes from Business Meeting, Glass on Paper $129.99 Panoramic Images Notes from Business Meeting, Glass on Paper – Wall Decal |
|
|
Business Man and Woman Have a Meeting Using a Laptop $39.99 Eightfish Business Man and Woman Have a Meeting Using a Laptop – Photographic Print |
|
|
An Overhead Look at a Meeting Between Three Business People $19.99 An Overhead Look at a Meeting Between Three Business People – Premium Poster |
|
|
Two Men One Woman Business Office Meeting $24.99 H. Armstrong Roberts Two Men One Woman Business Office Meeting – Photographic Print |
|
|
Business Executive with Harnischfeger, During the National Manufacturing Meeting $79.99 Rex Hardy Jr. Business Executive with Harnischfeger, During the National Manufacturing Meeting – Premium Photographic Print |
|
|
Five Minutes To A Great Real Estate Sales Meeting $12.68 No Synopsis Available |
|
|
Extracts from the Minutes and Epistles of the Yearly Meeting $34.12 No Synopsis Available |
|
|
60 Minutes to Better Business Decisions $14.62 No Synopsis Available |
|
|
Hotel Meeting $136.59 Hotel Meeting is located in Rome, close to Ippodromo Capannelle, Anagnina Mall, and Villa dei Quintili. Nearby points of interest also include Universit? degli Studi di Roma Tor Vergata and Cinecitt? 2. Hotel Features. Hotel Meeting features a coffee shop/caf? and a bar/lounge. A complimentary continental breakfast is served each morning. This 3 star property offers small meeting rooms, audio visual equipment, and business services. Wireless and wired high speed Internet access is available in public areas (surcharges apply) and the hotel has an Internet point. The property has a complimentary airport shuttle at scheduled times. Concierge services and tour assistance are available. Guest parking is complimentary. Additional property amenities include multilingual staff and coffee in the lobby. Guestrooms. 44 air conditioned guestrooms at Hotel Meeting feature minibars and laptop compatible safes. Bathrooms feature shower/tub combinations, bidets, and hair dryers. Wired high speed Internet access is available for a surcharge. In addition to desks and safes, guestrooms offer direct dial phones. Televisions have satellite channels. Housekeeping is offered daily and guests may request wake up calls. Notifications and Fees:Some properties have extra fees for amenities or services that may apply even if you do not use them. Government fees or taxes also may be charged to you when you check in or check out. This property told us they will charge you for the following: A tax is imposed by the city: EUR 2 per person, per night We have included all charges provided to us by the property. However, charges can vary, for example, based on length of stay or the room you book.Additional fees and deposits may be charged by the property at time of service, check in, or check out. Notifications and Fees:Some properties have extra fees for amenities or services that may apply even if you do not use them. Government fees or taxes also may be charged to you when you check in or check out. This property told us they will charge you for the following: A tax is imposed by the city: EUR 2 per person, per night We have included all charges provided to us by the property. However, charges can vary, for example, based on length of stay or the room you book.Additional fees and deposits may be charged by the property at time of service, check in, or check out. |
|
|
Business Executive Nelson with Pickering, During the National Manufacturers Meeting $79.99 Rex Hardy Jr. Business Executive Nelson with Pickering, During the National Manufacturers Meeting – Premium Photographic Print |
|
|
Business Men Discussing Plans While Meeting at the Hilton Hotel $79.99 Business Men Discussing Plans While Meeting at the Hilton Hotel – Premium Photographic Print |
|
|
5 Minutes to a Great Real Estate Sales Meeting, by Mayfield $22.46 This book is in New – Excellent condition |
|
|
Extracts from the Minutes and Epistles of the Yearly Meeting of the Religious Society of Friends $30.22 No Synopsis Available |
|
|
Annual Report of the American Colonization Society, With the Minutes of the Annual Meeting and of the Board of Directors $12.72 No Synopsis Available |
