1 / 20

Perfect Minutes in an Hour

Perfect Minutes in an Hour. With Alison Cowper. What We Will Cover. The devil’s in the detail – planning and preparation Critical listening and picking out the relevant points Mind mapping for success Producing the perfect final minutes. Experience. Run Away? Dread? or Enjoy?.

pilar
Télécharger la présentation

Perfect Minutes in an Hour

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Perfect Minutes in an Hour With Alison Cowper

  2. What We Will Cover • The devil’s in the detail – planning and preparation • Critical listening and picking out the relevant points • Mind mapping for success • Producing the perfect final minutes

  3. Experience • Run Away? • Dread? • or Enjoy?

  4. Benefits

  5. Planning and Preparation

  6. Research Deal with jargon – glossary of terms Have an early night before Prepare your paperwork Know who’s who Have a pre-meeting with the Chair: What are your objectives? Can I interrupt to clarify? I will be sitting next to you Will you please summarise? Can we put breaks on the Agenda? One person to speak at a time – please? What kind of minutes do you want? Planning and Preparation

  7. During The Meeting • Have spare copies of paperwork • Sit next to the Chair • Ask yourself “is this relevant?” • What’s the objective? • Interrupt to clarify • Listen carefully before writing

  8. Mind Map

  9. Table Plan • Write people’s names/table shape • Group text according to Speaker • Useful for short, technical agenda items • Good for conference calls

  10. A4 Minute Book • Original notes are kept • Columns are ruled for names and action points/deadlines • Take a new page for each agenda item • Useful for long meetings or a lot of text

  11. The Magic Question • What do you want me to minute? • Decisions • Opinions and Views • Cascade of Information

  12. Trigger Words Trends Income Important Immediate Potential Decrease Deadline Money Irrelevant Relevant Profit Action point Urgent Resolve Opposing View

  13. Critical Listening • Why do you lose concentration? • What are your personal barriers? • Can you change your listening habits?

  14. Why Listening is Difficult • Physical and Language Barriers • Speakers are too far away • More than one conversation is going on around the table • Interruptions • Different languages or strong accents • Mumbling or waffling speakers • Room too hot, too cold, hungry, thirsty, need the loo

  15. Why Listening is Difficult • Physiological Barriers • Panic – you have missed the last point and they have moved on • Too long since the last break • The subject has gone off the point – should you be noting this? • Boredom • Lack of respect for the speaker • Other things on your mind

  16. Listening Summary • Identify your personal barriers • Sort out the physical ones where possible • Be confident with your questions, interrupt if necessary • Ask one person to speak at a time • Sit next to the Chair • Ask for a break • Concentrate on the agreed objective, listen for key words • Write when you have understood the whole sentence

  17. Practice • “Hold your breaths!” The Big Friendly Giant whispered down to Sophie. “Cross your figglers! Here we go! We is going right past all these other giants! Is you seeing that whopping great one, the one nearest to us?” • “I see him,” Sophie whispered back, quivering. • “That is the horriblest one of them all. And the biggest of them all. He is called the Fleshlumpeating Giant.” • “I don’t want to hear about him,” Sophie said. • “He is fifty-four feet high, the BFG said softly as he jogged along. “And he is swolloping human beans like they is sugar-lumps, two or three at a time.” • “You’re making me nervous”, Sophie said. • (Extract from the BFG by Roald Dahl)

  18. Practice • Oompa loompa doompety doo • I've got a perfect puzzle for you • Oompa loompa doompety dee • If you are wise you'll listen to me • What do you get when you guzzle down sweets • Eating as much as an elephant eats • What are you at, getting terribly fat • What do you think will come of that • Oompa loompa doompety da • If you're not greedy, you will go far • You will live in happiness too • Like the Oompa Loompa Doompety do

  19. Producing the Final Minutes • Write them up within 48 hours • Follow the Agenda • Record the outcome of discussions • Record action points and deadlines • Use headings, bullet points/short sentences/paragraphs • Explain abbreviations the first time they appear

  20. Next Steps • Practise from the TV • Practise from books, old minutes or documents • Summarise, written or verbal • Find the benefits and enjoy

More Related