Upload
pilar
View
50
Download
0
Tags:
Embed Size (px)
DESCRIPTION
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?. - PowerPoint PPT Presentation
Citation preview
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?
Benefits
Planning and Preparation
Planning and Preparation
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?
During The Meeting
Have spare copies of paperworkSit next to the Chair
Ask yourself “is this relevant?”
What’s the objective?
Interrupt to clarify
Listen carefully before writing
Mind Map
Table Plan
Write people’s names/table shape
Group text according to Speaker
Useful for short, technical agenda items
Good for conference calls
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
The Magic Question
What do you want me to minute?
Decisions
Opinions and Views
Cascade of Information
Trigger Words
Income
Decrease
Trends
Profit
Money
Urgent
Deadline
Immediate
Important
Action point
Potential
Relevant
Resolve Opposing View
Irrelevant
Critical Listening
Why do you lose concentration?
What are your personal barriers?
Can you change your listening habits?
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
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
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
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)
Practice
Oompa loompa doompety dooI've got a perfect puzzle for youOompa loompa doompety deeIf you are wise you'll listen to me
What do you get when you guzzle down sweetsEating as much as an elephant eatsWhat are you at, getting terribly fatWhat do you think will come of that
Oompa loompa doompety daIf you're not greedy, you will go farYou will live in happiness tooLike the Oompa Loompa Doompety do
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
Next Steps
Practise from the TV
Practise from books, old minutes or documents
Summarise, written or verbal
Find the benefits and enjoy