Preparing Your Report

Currently, I'm preparing progress reports for upcoming meetings. As this year progresses, I have been considering how to achieve a concise, straightforward way to ensure that each report delivered covers relevant information. If you are reporting to different organizations and in different portfolios, then ensuring you are communicating clearly and concisely will help make better use of your time.

There are numerous ways to draft your report. You may choose to use paragraphs, bullet points, or sub-headings.  Some organizations may have a proforma template that each person or departmental manager uses.

From writing many progress reports over the years here are a few tips I have learned that might be helpful to consider:

• address report to the appropriate manager or board.
• be concise.
• be current (don't write on events or projects that are out-of-date, unless the historical value adds to the report).
• ensure you address the areas over which you manage.
• if part of your report, ensure any problems or challenges are noted and what you have done to address the issue, or what assistance you are seeking.
• include any future planning for your area of management.  This may also include advising staff leave, travel plans, and project deadlines.
• choose an easy-to-read font in a suitable size.
• do not use slang or cliches.
• do not include favorite quotes, etc.  Usually, reports are business based, even in not-for-profit, so keep your report looking clean and professional.

Recording Minutes of a Meeting

Some people may ask why recording notes (minutes) of a meeting are important. The recording of decisions made provides a written record that can be referred to in the future, provide approval for actions to be implemented, and is kept as a historical reference.

The ability of the person to take minutes should be recognized. The ability to write or type notes while being immersed in the discussion, requires the minute taker to be prepared, well-organized, and multitasking.

Accurately recording all decisions made, ensures a documented reference for the group or organization of actions to be undertaken and completed.

The person taking minutes should record in a way that is not biased and provides enough information to show why the decision was made yet be concise. The ability to listen well and type/write quickly is essential.  If the meeting is over several days, or there are numerous items to be discussed and resolved, having a second person take notes is helpful. The notes can then be collated into one document post-meeting.

Writing/typing more information than you will include in the final set of minutes helps the minute taker to ensure they have captured all essential information.  It is much easier to reduce what is noted in minutes than to try and remember what is missing.

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Some suggestions that may be helpful to those assigned to take down minutes:

• Ensure distractions (mobile phone, apps, etc) are turned off or silenced.
• Save your work regularly if typing. I cannot stress the importance of this! If you have typed hours' worth of information but have forgotten to save the file and lose all you have worked on, it is frustrating and embarrassing.
• Be prepared - have all essential tools on hand and ready.
• Listen carefully.
• If unsure about the wording of a proposed resolution or minute to be noted, ask. Refer to the Chairperson for clarification.  Ensure you have accurately recorded both the person moving motion and the person seconding the motion.
• Take more notes than you will require.  It's easier to delete than remember.
• Have final draft completed as soon as practical post-meeting and send to Chairperson/assigned person for approval.

These suggestions are simply learned from many years of experience in undertaking such roles.

An accomplished minute-taker ensures that important decisions are accurately recorded. I encourage you to not be overwhelmed when minute-taking.  It is a valuable skill to learn and accomplish.

Navigating Challenges

Wouldn't be easy if life were always enjoyable, fun, and relaxed?

In an ideal fantasy that may happen, however, if we are real with each other and ourselves, we know that life is not always easy.  Often, it is fraught with challenges and difficulties. Yet, in times of trials and hardship, we grow.  Our thinking is challenged, causing us to reevaluate what is important, and what can be left behind.

No one enjoys the challenging times in our lives. Do you stop and listen to those who have overcome difficulties in their lives? I don't mean just hearing the story, but really listening. If you truly listen, hear the message of what they went through but more importantly, hear the message of how they have grown through the challenges thrown at them.

What challenges have you encountered in your life? Everything was going very well, life was enjoyable.  Suddenly, an unexpected challenge of employment, health, or housing stands up against you like a giant threatening you.  How do you respond?  Do we respond like the army of Saul who were terrified and lost all hope, or are we like David and stand up to the threat?

Read 1 Samuel chapter 17 (Holy Bible)

"David said to the Philistine, “You come against me with sword and spear and javelin, but I come against you in the name of the Lord Almighty, the God of the armies of Israel, whom you have defied." 1 Samuel 17:45 (NIV)

Did David find an easy path?  No.  He simply could have returned to his sheep and left the army to stand and tremble.  But David was no coward.  God had taught him through challenges and trials with bears and lions how to defeat the enemy.  It was not through his own strength, but dependence on the Lord.

How do we change our mindset from fear to faith?  

Hebrews 11:1-3 (NIV) tells us, "Now faith is confidence in what we hope for and assurance about what we do not see.  This is what the ancients were commended for.  By faith, we understand that the universe was formed at God’s command so that what is seen was not made out of what was visible."

Life will not be always enjoyable, fun, and relaxed.  There will be times of challenges, and hardship.  We can look at these times and journey through them knowing we can choose to grow in our faith, and our outlook on life and become people who are empathic and want to help others.

Does it sound depressing that we will face difficulties? Perhaps.  Remember though, we don't have to journey this life alone.  We have the choice to view life in two ways - challenging and hard OR an adventure where we make an impact.

Let's return to David's story in 1 Samuel 17.  He defeated the giant! With five (5) smooth stones and his sling.  Was it the stone and sling?  No.  David tells us how the giant would be defeated when he said, "All those gathered here will know that it is not by sword or spear that the Lord saves; for the battle is the Lord’s, and he will give all of you into our hands.” 1 Samuel 17:47.

The day of fear was turned into a day of victory. David encountered many challenges in his life, yet many know him as one of the greatest kings of Israel. He commanded the Israelite army, reigned over Israel, and wrote the Psalms.

Was his life easy?  No.  He put his faith in God and held onto the assurance of what he could not see yet, knowing that God would keep his promises.

How can you turn your challenge/fear into faith?

Where Do You Find Your Safety?

 The name of the Lord is a fortified tower; the righteous run to it and are safe. Proverbs 18:10

This verse reminds us that the Lord's name provides protection and safety for righteous people who seek refuge in it.

The Bible provides guidance and wisdom to Christians around the world. As part of the book of Proverbs, this verse is just one example of the many pieces of inspired wisdom.

This verse highlights the importance of seeking refuge in the Lord's name. It is a powerful reminder that we are not alone in this world and that it is God to whom we turn for support and guidance. Whether you are facing challenges in your personal life, or workplace, or simply seeking greater understanding and connection with the world around you, the Bible is our valuable resource to draw upon, along with prayer and being part of the Christian community.

The idea of seeking refuge in the Lord's name is a common theme throughout the Bible. Within Scripture, many verses speak to the importance of relying on God for protection and guidance. Some examples include:

• "The Lord is my rock, my fortress, and my savior; my God is my rock, in whom I find protection. He is my shield, the strength of my salvation, and my stronghold." (Psalm 18:2)

• "The Lord is a refuge for the oppressed, a stronghold in times of trouble." (Psalm 9:9)

• "God is our refuge and strength, an ever-present help in trouble." (Psalm 46:1)

These verses, and many others like them, remind us that no matter what challenges we face, we can always turn to God for help and support. 

Who is a righteous person? Someone who is right with God. We cannot be right with God by our own actions.  Through our faith in Jesus Christ, speaking aloud and believing that He died and rose again to save us.  So, we never become righteous through our own doing; it's all that God has accomplished through His Son, the Lord Jesus Christ. Reference: Romans 3:9-12

We either run to the Lord for refuge and safety, or we run to something, or somewhere always looking, and searching for peace.

Stepping out to face the challenges that come before us is not easy.  However, stepping out with God aids us in focusing on Him instead of ourselves.

Where do you find your refuge/safety?

A New Year - Are You Ready for Change?

 Reflecting on the year we have journeyed through has been one of challenges and change.

Change occurs, even when we do all we can to ensure that we continue our path in comfort and routine.  Sometimes, the pathway is rocky with pebbles we slip on or stones on which we stub our toe; there may be a large rock that requires help to push out of the way.

As we journey together on life's path, let's help one another by sweeping off, picking up, and removing the stones that people slip on or stub their toes on.  We must learn to ask for help when the large rocks cannot be removed by our strength alone.

What are a few practical ideas we can undertake to prepare for the new year?

• Declutter your office.  Don't be afraid to work through the paperwork and items in your office and make some tough decisions about what is really needed or what should be relocated to another area of your house.
• Plan and set up your daily/weekly/monthly planner. (I use a color-coded system to assist with key deadlines that must be met).
• digitalize documents that you wish to keep but do not require a paper copy and add them to a specifically named folder.
• Declutter your digital devices. Do you really need 10 photos of one moment, or would 1-2 copies be enough?

Change and challenge will occur in the new year coming.  Let's pray and seek the Lord's direction and help.  Let us be prepared to step out into a "new thing"!