What to do post-meeting

So, you’ve just come out of the weekly/monthly/quarterly general meeting of your organization or not-for-profit. What is next?

Herein lies one big issue. Everyone in that meeting will either be required to undertake actions from the meeting, or you have just compiled a list of notes that are filed away, never to become exposed again.

During the meeting, actions should be assigned to people within the meeting. How can you assist, as the minute taker?

• As soon as possible post-meeting (within 24 hours), arrange concise notes, which clearly show WHO is responsible for an action. Ensure that any relevant points about each resolution are included
• In your notes, include the date, time, and location of the meeting, attendees (include apologies), topics discussed, and all decisions made. Ensure people understand clearly who is allocated to action which resolutions and action items.
• The minutes (or summary) should include the topic/s discussed, the resolution, a timeline, if necessary, what actions are to be undertaken, and who is assigned to complete.
• Ensure you have your draft minutes/summary typed up and approved within the timelines given to you so that distribution to key personnel is timely.
• If appropriate, provide a follow-up email/memo to each assigned person with a summary of the areas they have been assigned.  You may like to provide this in between meetings, as a way of improving communication, but also to encourage them. Often, good managers, will have completed the assigned tasks, or have them in progress, and a follow-up message can be edifying as they read and can say, yes, this is completed and ready for the next meeting.
• When preparing the next meeting agenda, you may choose to include a list from the previous meeting to check through what has been completed from the last meeting.

If there is anything I have learned over 30 years of writing minutes, it is communication is key to ensuring all actions/resolutions are followed up promptly.

What actions can you undertake to improve the timeliness of information reaching assigned personnel in your workplace?

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.

Rest

Recently I read a devotional about the importance of sleep. You can read it here.

Reflecting on this devotional, about the importance of rest, brought a realization that whilst we need to ensure we work and meet our obligations and commitments unless we are well rested and refreshed, our ability to do all we've committed to will be comprised.

After so many years of running on almost empty, health and the ability to rest well becomes compromised. Once this occurs, it is difficult to maintain keeping up with commitments, resentment can occur, and work performance and health are impaired.

Psalm 3:5 says, "I lie down and sleep; I wake again because the Lord sustains me."

What are some ways we can ensure we are having adequate rest?

• Say No.  There are times when we need to say no. Without refreshment, we cannot fulfill the commitments made. So, review your commitments to helping others, and do a few well, instead of having resentment trying to do many. Be polite in declining requests and be prayerful about what you are to do and what you are not to do.
• Mark your diary by planning time out.  Block sections of your diary out, even on the occasional Saturday! Take this time to rest, to do something different with the family.  For example, you might like to visit a new attraction, or take a family drive, or have a picnic.
• Spend time reading the Bible and praying.  Exodus 33:14 tells us, The Lord replied, “My Presence will go with you, and I will give you rest.” Taking time out to be in the Lord's presence and resting in him helps us to (a) draw closer to the Lord and know him better, (b) not worry so much because we are assured in him, (c) we can be rested and refreshed in his presence.

Now if you are so tired that you have trouble staying awake, you're not going to be able to pray well or make good decisions. If you are running on empty trying to work, care for your family, ensure your home is tidy and meals are on the table, and try to meet commitments within the community, then some tough decisions might have to be made.  

I am not saying that we don't contribute, or that we expect others to do everything for us.  To be able to make balanced, wise decisions, engage with others, work well, and pray we need to ensure we are having refreshing rest so that we can accomplish all that needs to be achieved.

Be Intentional

What comes to mind when you hear the word ‘intentional’? 

Do you think, being purposeful, or taking a deliberate action that lines up with your beliefs, and values?

Many people have heard or read the verse from Proverbs 16:3, which states, “Commit to the Lord whatever you do, and he will establish your plans.”

One passage that has been important to me is from Philippians 4:6-7, which states, “Do not be anxious about anything, but in every situation, by prayer and petition, with thanksgiving, present your requests to God. And the peace of God, which transcends all understanding, will guard your hearts and your minds in Christ Jesus.”

If we are not intentional then we simply flounder, make sub-standard decisions that cause distress to those around us, and make a mark against our character.

Being intentional, as stated in the dictionary, says “done with intention or on purpose”.

So, what does this mean for you and me? Are we intentional? Does what we do matter?  I believe that being intentional is important.  We should be intentional in our faith, friendships, relationships, workplaces, and aspects such as communication, kindness, work ethic, and mental and physical health.

Each moment being positively intentional adds up to create an affirmative outcome.  Do you commit your time wisely in undertaking your work, whether paid or voluntary, to achieve a productive outcome that benefits the business or organization? Do you use and plan well with available resources (staff, volunteers, products, equipment) to achieve the best result possible?

If we seek to be intentional, then first commit to becoming:

·        Wise in our planning,

·        Communicate with clarity and encouragement,

·        Meet deadlines and reporting timelines,

·        Be accountable,

·        Be kind.