Roll Call/Apologies

If the meeting is a small group, it is probably unecessary to take attendance out loud. The person who is taking the minutes will know everyone personally and can indicate who is present and who is absent. In a larger meeting, it may be necessary to send around an attendance sheet or call out names. If an important figure is absent, it may be necessary for the chairperson to apologize for his or her absence and offer a brief explanation for it.

It looks like everyone is here today.

If you notice anyone missing, please let Jane know so that she can make a note of it.

Unfortunately, Ken cannot join us today. He has been called away on business

Mike will be standing in to take the minutes today, as Lisa is home with the flu.

Objectives

Some people who hold meetings prefer to pass around copies of the agenda, and others will post a large copy on a wall, or use an overhead projector. No matter which format is used, attendees should be able to follow the agenda as the meeting progresses. Before beginning the first main item on the agenda, the speaker should provide a brief verbal outline the objectives.

Following the Agenda

Taking the Minutes

Anyone, including you, may be assigned to take the minutes at a meeting. Often someone who is not participating in the meeting will be called upon to be the minute-taker. Before a meeting the minute-taker should review the following

The minutes from previous meeting

All of the names of the attendees (if possible)

The items on the agenda

It also helps to create an outline before going to the meeting. An outline should include the following:

A title for the meeting

The location of the meeting

A blank spot to write the time the meeting started and ended

The name of the chairperson

A list of attendees that can be checked off(or a blank list for attendees to sign)

A blank spot for any attendees who arrive late or leave

Sample Minutes Outline:

Supervisor's Meeting Friday, May 5 Room 3 Start: ________ Finish: ________ Chair: Pierre Attendees: 1._________ 2._________ 3._________ 4._________ 5._________ Late to arrive:_________ Early to depart:________

The minute-taker can use a pen and paper or a laptop computer and does not need to include every word that is spoken. It is necessary to include important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure to know the names of the attendees. If you cannot remember someone's name, take a brief note of their seating position and find out their name after the meeting. A minute-taker should type out the minutes immediately after the meeting so that nothing is forgotten.

Watching the Time

One of the most difficult things about holding an effective meeting is staying within the time limits. A good agenda will outline how long each item should take. A good chairperson will do his or her best to stay within the limits. Here are some expressions that can be used to keep the meeting flowing at the appropriate pace.

I think we've spent enough time on this topic.

We're running short on time, so let's move on.

We're running behind schedule, so we'll have to skip the next item.

We only have fifteen minutes remaining and there's a lot left to cover.

If we don't move on, we'll run right into lunch.

We've spent too long on this issue, so we'll leave it for now.

We'll have to come back to this at a later time.

We could spend all day discussing this, but we have to get to the next item