Your are viewing a read-only archive of the old DiS boards. Please hit the Community button above to engage with the DiS !
and i dont know what to do! any tips?
I hate it when people say this in meetings. Like anyone gives a toss.
and you just have to do a crap fake laugh
Keep asking people to stop talking whilst you catch up.
Regularly ask other attendees how to spell certain words.
They wont ask you to do it again.
also, repeat everything they're saying as you write it down.
Why wasn't I invited?
it's better to make sure you are actually there than trying to pretend you were.
also, use a pen and some writing media, like paper or a blackboard. sometimes this helps you to remember things.
importantly, and most of all, wear clothes. the number of times i have forgotten to wear clothes to meetings... oh boy
if you minute one week you have to chair the next - which is much worse.
After you type out the minutes send them to people that you don't fear and get them to see if you have omitted anything/put in inanities.
apart from the head of my department, who i've never shared more than a few words with.
and i have to stay over night in Bracknell on a friday. bleurgh
Just note everyone in the room. Take down the absolute essentials (i.e 'actions' and who's been allocated them).
1. Is this the first meeting? If it isn’t then try to follow the format and conventions of the previous minutes (i.e. structure, whether people are identified individually or by firm etc.).
2. Draw up an agenda. It should include introductions, acceptance of the minutes from the previous meeting, the purpose of the meeting, the outstanding actions from the previous meeting(s), the individual reports (eg. Structural Engineer’s report, client comments, things like that), any other business, and fixing the date and time for the next meeting. This will provide a structure for the minutes too. Divide the minutes into sections, as things will inevitably need to be slotted into different places throughout the project.
3. The first thing that you do is ask everybody to sign an attendance sheet with their company, position and e-mail listed. This ensures that there are no typos or confusion. 4. When everyone’s arrived you then go around the table and ask everyone to introduce themselves to each other.
5. The minute-taking will reflect your ability as a chair. They should be direct, to the point and should clearly identify the issues raised, the risks involved, any actions resulting, the person responsible for undertaking these actions, and the date by which they’ll be discharged. Don’t let a discussion point dissipate into a mess of obfuscations – a decision should be made at the end of each one. Make sure that all decisions (and those responsible for making them) are noted. Make sure that people’s tabled opinions are included (eg “MT stated that…” “MT has confirmed that…”).
6. The minutes (and the meeting) should follow a logical route through the discussions that took place.
7. Try and get the minutes issued as soon as possible after the meeting, and remember that they are able to be used in court as proof of an agreement, so avoid ambiguities, try to stay impersonal, and if you need to include something that wasn’t discussed within the meeting, make sure that it’s as a post-meeting note.
Just make sure you know everyone's name from the start and dont write stupid things instead of their name like I used to do ("glasses", "probably would", etc)
is to never, ever phrase the minutes so that they indicate someone said they will definitely do something. people hate this.
i sometimes have to minute meetings between senior staff and our contractors. we used to get M&S food. now we don't.