MINUTES OF MEETING TUTORIAL

This meeting minutes tutorial will explain how to compile minutes of meetings.

Minutes are a record of the proceedings of a meeting e.g. who attended and did not, discussion that took place, action to be taken, time the meeting closed. The way the minutes are recorded may differ depending on the type of meeting it is. By this I mean, you may need to record all the discussion as well as the resolutions or you may only need to record the resolution and not worry about the discussion leading up to the resolution. Sometimes, organizations also prefer the action officer is listed so it is clear whose responsibility it is to perform the action in the resolution. This is something you must clarify if the President of a Company or the Manager you are taking the minutes for.

Many minute clerks use shorthand to take notes at meetings. If you're interested in learning shorthand, try the following course or try this alternative to shorthand in this great book for beginners:

All official minutes (with a mover, seconder and that are carried) need to have a minute reference number. Minute numbers carry on from one meeting to another e.g. last meeting had resolutions numbered 21000 - 21050 and the next meeting will have numbers 21051 - 21000.

When you type back your minutes, you must keep all matters in the order they were discussed at the meeting - even if they differ to your agenda. Sometimes items are discussed earlier as someone may not be able to stay at the meeting for the full length of the meeting.

Remember, if you cannot hear, you cannot record accurate minutes and this is the purpose of being the Secretary or Minute Clerk. If you cannot hear, please interrupt the meeting and address the Chairman (as Mr Chairman) to advise you cannot hear. The Chairman will then request the speaker to speak louder and clearer. It is most important that you hear. It is suggested you always sit beside the Chairman so it is easy to answer any questions he may have or you may have.

A handy book to assist you with your minute taking (includes information from setting up the meeting, agenda to recording minutes) is Taking Minutes of Meetings (creating success).

Who will take the Minutes?

Minutes are usually taken by the Secretary or Minute Clerk. If you are the person nominated to take the minutes, ensure you receive a copy of the agenda when it is distributed so that you are familiar with the matters to be discussed. If there are confidential matters in the agenda that are supported by written reports or correspondence, please make sure you receive copies of these pages as well as it will have pertinent information that you may need to record in your minutes e.g. correct names, property descriptions, file number etc. It will save you chasing this information later when typing up your minutes.

Minute Clerk or Secretary's Equipment Check List :

Before you enter the meeting room, please check you have the following tools and equipment with you:

1. 2 pencils or biros (whatever you are going to use to record the minutes) Paper
2. Dictaphone (to clarify any uncertainties when typing your minutes up) Agenda
   
   Also ensure the following have been made available if it is not your responsibility as you no doubt will be the one having to chase up the equipment at the last minute.
   
   The meeting room has been set up (refer tutorial on this)
3. Supporting correspondence that has not been included in the agenda but is required
4. Any maps or plans that will be viewed by those present
5. Data Processor or Overhead Project (OHP) if necessary and screen
6. White Board, markers, and duster
7. Laser Pointer or Ruler

Now it is time for the most important part of your duty - recording the minutes.

Know what to Record

Now that you have already been advised the format of what to record, you will need to ensure you record the following information:

• Name of Company, Description of Meeting, Place, Date and Time of meeting
• Those present
• Any apologies received from Committee members.
• Welcome - if the Chairman/President opens the meeting with a welcome message.
• Adoption of Minutes of Previous meeting
• Business Arising from the Minutes
• Adoption of Inward/Outward Correspondence
• Adoption of Financial Statements and Accounts for Payment
• Agenda Items listed in your agenda
• General Business
• Noted Correspondence
• Date, time and venue of next meeting
• Time the meeting concluded

Company Name, Description, Location, Date and Time of meeting

Record the time the meeting started - usually included in the heading with the date when typing back the minutes as below:

MINUTES OF MEETING OF COMPANY NAME

HELD AT ......................ON MONDAY, 2ND JANUARY 2004 AT 9.00AM

Those present

List the names of all those present. The best way to do this if you do not know everyone is to use an attendance sheet. This sheet will be headed up with the name of the meeting, the date and time of the meeting and use columns so that everyone can print their name, the organization they represent (if do not work for your company) and their position title within the organization. You would then type this information up in alphabetical order - please ensure you always start with the Chairman/President and end with the Secretary or Minute Clerk as sometimes they are not members of the Committee. If you are an elected Secretary of a sporting organization etc, you would be list President, Vice-President, Treasurer, Secretary and then other members

PRESENT: Mr J Smith (President)
Ms M Allen (Manager, Allen & Associates)
Mr C Jones (Deputy Manager, Jones Brothers)
etc
etc
Ms T Staples (Minute Clerk) (or substitute your title here)

Any apologies received from Committee members.

The Chairman/President will call for apologies and if you have received apologies from any members, this is when you would advise the meeting of their names or you would have previously passed this information on to the Chairman/President prior to the commencement of the meeting. Other Committee members may also have received some and they too will advise of names. You must record all these names for your minutes. In your minutes, you will type them as follows:

APOLOGIES: Ms M Street (Senior Advisor, Commercial Business Association) etc.

Welcome - if the Chairman/President opens the meeting with a welcome message

This does not always need to be recorded but if the meeting was called for a specific purpose and the purpose does not happen each month, then I would record it. You could use the following format:

WELCOME:

The Chairman welcomed those members present and advised the meeting had been called to discuss the merits of introducing a subscription fee so that free advice can continue to be given to clients.

Adoption of Minutes of Previous meeting

As the minutes of the previous meeting would either have been distributed as part of the agenda or tabled on the day of the meeting for members to read, so that they can then become an official record of the meeting of the company or committee, the minutes will need to be moved and seconded as a true and correct record. A standard resolution of this is as follows:

ADOPTION OF MINUTES OF PREVIOUS MEETING:

MOVED BY M ALLEN,

"That the minutes of the meeting of the Records Department held on 2nd December 2003 be adopted as a true and correct record."

SECONDED BY C JONES                                             CARRIED

The above is one format, it could also be as follows:

MOVED BY M ALLEN, SECONDED BY C JONES:

"That the minutes of the meeting of the Records Department held on 2nd December 2003 be adopted as a true and correct record."

The above format can be used for all resolutions that are moved and seconded, or follow the format that your company, committee or organization uses.

Business Arising from the Minutes :

Once the minutes have been adopted, members present may need further information or resolutions recorded on matters listed in the minutes. Usually, if it is advice you would just record these as sub-headings with brief detail of what was said about it. Example:

BUSINESS ARISING FROM THE MINUTES:

Gift Vouchers

Printing had been delayed due to new logo being designed. Estimated time of delivery will be 3rd March 2004.
Etc

Adoption of Inward/Outward Correspondence

Usually, companies will ask that members accept the inward and outward correspondence. An example of this would be as follows:

ADOPTION OF INWARD AND OUTWARD CORRESPONDENCE:

MOVED BY M ALLEN,

"That the Inward Correspondence be received and the Outward Correspondence be approved."

SECONDED BY C JONES                                             CARRIED

Adoption of Financial Statements and Accounts for Payment

You must record the period and the amount.  You could refer to previous

minutes for wording of this, but below is an example:
MOVED BY M ALLEN,

"That the Financial Statements for the period 1st July 2003 to 31st December 2003 be approved and the Accounts for Payment for the period 1st December to 31st December 2003 be approved."


SECONDED BY C JONES                                             CARRIED


Agenda Items listed in your agenda

Matters listed on the agenda are usually there because a decision is necessary.  This means you will need to record a resolution detailing action that is required.  You would type a brief heading referring to the matter discussed (could use similar wording as in the agenda), a minute number, a mover, seconder and whether the minute was carried.  Use the same format as listed above, or the format your company or committee uses.

General Business
General Business is where members present at the meeting raise matters that need a formal decision made or inform those present of up to date information about a matter.  Usually every member is asked if they have any General.

Business to be raised.
Once again, you may have to record both the matters raised for discussion and the formal resolution.  If it is a formal resolution, use the same format as above.

Noted Correspondence :

All items listed on the agenda do not necessarily need a decision made but were listed for the information of the members. In this case the matter would be listed as noted correspondence. 


Some agendas already have these items all listed together as "Noted Correspondence" as no decision or action is necessary and you would need to copy this list into your minutes.


If after discussion at the meeting it was decided that a matter listed on the agenda did not need any action or decision after all, this item would then be added to the existing list of noted correspondence as well. Alternatively, you could list the item in the minutes with a minute number and the resolution would be worded "That the matter be noted.".

Date, time and venue of next meeting

This information needs to be recorded but would not have a minute number. This is a format you could use if the venue was moved from town to town:

NEXT MEETING:

The next meeting of the Committee will be held on Monday, 3rd February 2004 at (location is full address) at 9.00am 

If the meeting was at the same venue each time, you would simply list the date and time of the meeting.

Time the meeting concluded

You always check the time the meeting finishes and this gets recorded in the minutes.  An example would be:

CONCLUSION:

There being no further business, the meeting concluded at 10.30am.
Under this, always make provision for the Chairman/President to sign the minutes.

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MAXIMIZE YOUR MARKETABILITY

Maximize your growth and earning potential by using these effective career management tactics.

The job search should be viewed as a lifelong process that does not end with interviewing for and securing a new position. Successful career management involves treating your career as a continuum of opportunities for growth and advancement and constructing a framework for creating, exploring and exploiting these opportunities. Plan for a stellar long-term career by following these simple guidelines for staying 'marketable' as provided by the career experts at the Middle East's #1 job site bayt.com:

Maintain a long-term vision and take control.

Always plan ahead and make sure it is you at the steering wheel of your career. Do not let a job in Marketing dwindle to a position in graphics for example, because of missed opportunities, poor assertiveness skills and lack of direction. Take on projects and assignments that lead you further along your chosen route and try to veer away from others that do not promote your growth and advancement whenever it is possible. Your career should be a learning path and you should always steer towards the track that involves new learning and growth opportunities.

Build relationships both in and outside of your firm.

Get to know people in your chosen profession and make networking both within and outside of your firm part of your job description. The more connected you are with others in the profession, the easier it will be to secure a new position. Follow up with the people you meet on a regular basis and exchange information on your respective businesses as well as on your professional development eg, projects you are involved in, courses you have taken, deals you have landed etc. A close network of friends and/or professional associates is an invaluable career management resource.

Research your industry thoroughly.

Learn about competitors and new areas, products and innovations in the industry. Know who the players are and keep abreast of what direction the industry and the different players are moving in. The more you know about your domain, the more valuable you are to your present employer and the easier it is for you to market yourself to a different company.

Update your skills and develop new unique skills.

Some skills are always in more demand than others and successful research will identify what areas to focus on to make you most marketable in your chosen field. Whether it be taking a course in computer programming or soft skills training, aim to continuously enhance your skills and further your education. Institutions like william penn, offer flexible schedules and night classes for adult education. Plan on taking evening courses, attending seminars and maybe even getting a further degree part-time to stay ahead of the game.
Join professional associations.

These look great on your CV and are a great way to network with others, gain visibility and keep abreast of the changes in your industry. Your boss will be very pleased if you are aware of developments in your industry and if you are making a reputation for yourself that reflects positively on the firm. Try to speak at these meetings if you can.

Read the trade journals and industry literature.

There is no substitute for reading the trade literature to stay abreast of new developments and remain competitive. Always communicate the relevant material to your manager so he is aware of your efforts to keep ahead of the curve and also so that you can incorporate them into your unit's gameplan.

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IMPROVE YOUR SELF CONFIDENCE IN 15 MINUTES

Improve Your Self Confidence in 15 Minutes :

Some people have naturally high levels of confidence but everybody can learn to be more confident. Firstly, it's important to get a clear idea of what self confidence really means, otherwise you won't know when you've got it! So, self confidence means:

1. Being calm : For every situation in life you need to run on the appropriate level of emotion. Too much emotional 'leakage' into a experience can spoil the experience. You make great strides towards confidence when you begin to relax in a greater range of situations.

2. Being cool : The second part of self confidence is about being able to relax with uncertainty. To be 'cool' in a situation really means relaxing with not knowing how things will pan out. If you truly tolerate uncertainty, you can do pretty much anything.

3. Not being too concerned with what others think of you. You know when you imagine what some place is going to be like before you go there but when you get there it is totally different to your imagination? That's how reliable your imagination is! Stop trusting your imagination so much. I've long since stopped bothering to imagine what others think of me because so often I've turned out to be wrong.

4. Being specific - where do you want confidence? 'Confidence' is meaningless until you tie it to something specific. You are already confident that you can read these words or can switch a light on and off. So you don't need more confidence everywhere. To get what you want in life you have to establish exactly what you do want. Where do you want confidence in your life? Think about the specific situations now and write them down. You beginning to steer your brain towards confidence.

5. Understanding that what you expect is what you get. Your brain is an organ that needs clear goals to work towards. When a task has been set in your brain it will do everything it can do to bring about the completion of that task. If you've tried to recall someone's name but can't, hours later you'll often find their name pops into your head.

The 'trying to recall' experience set the task or blueprint for your brain's future subconscious behaviour which eventually produced the name for you - when you weren't thinking about it consciously. You can use this natural mechanism to start feeling more confident. But, to ensure you set the right task for your subconscious mind, the next point is vital.

6. Don't task your mind with negatives. Instead of: 'I don't want to screw up' (which sets the task of 'screwing up' for your brain), set the blueprint for what you do want! Your brain doesn't work towards what to do by being told what not to do. And nature has given you a wonderful natural tool to set the right task blueprints with.

7. Use nature's goal-setter: Now you understand how vital it is to set the right task for you brain, you need to know how to do this reliably. Good hypnosis will strongly 'program' the right blueprint in your mind through the use of your imagination. If you powerfully imagine feeling confident and relaxed while in a relaxed hypnotic state it will be hard for your unconscious mind to do anything else. The blueprint for relaxation has been set firmly into your subconscious mind.

3 simple strategies to get you feeling confident quickly:

1. Think specifically of the time/place/situation you want to feel confident in. Remember 'confidence' doesn't mean anything until you attach it to something specific.

2. Focus on words in your mind right now that describe how you do want to be in that time and place. Maybe words such as 'calm', 'relaxed' or 'focused'. Remember your brain works on clear positive instructions.

3. Close your eyes for as long as you like and think about how those words feel. Then, imagine the situation itself and rehearse it in your mind feeling confident and relaxed. This way you set the right blueprint or 'task' for your unconscious mind.

You can repeat this often to make it more effective and use it with as many areas of your life as you need to. If you listen to a hypnotic cd or download that can make the benefits even more powerful. So if you feel like you'd be blessed with less confidence than some other people you can start redressing the balance by using your mind in the right way right now.

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Posted in: Careers , Improve , Skills , Tips

TIPS TO IMPROVE YOUR LISTENING SKILLS

Tips to Improve your Listening Skills :

Etiquette and polish, both in personal and business settings, are linked to how well we communicate.

Most people think communication is all about speaking and devalue the importance of listening. And many others don't realise what a vast difference there is between simply hearing what is being said and really listening.

People who know how to listen learn more, care more, and end up being the ones we want to be around socially as well as professionally.

Want to improve your listening skills?

Understand why you need to listen and remember to practise these tips the next time you conduct a conversation.

Are your eyes listening?

Your eyes are a dead giveaway if you are not listening. When your mind wanders and you begin thinking of something or someone else, your eyes show your disinterest. And the person speaking to you is well aware that you are not paying attention. And this is true even if you don't look away. Blank stares don't conceal boredom!

How can you know if you are a bad listener?

A good listener uses his/ her eyes and mind while listening.
If you find yourself already formulating your next sentence in your mind while someone is speaking to you, you are doing injustice to the conversation. You will get more out of the conversation if you understand, comprehend and assimilate what is being said BEFORE responding.
Good etiquette = listening!

Do you make these common listening mistakes?

The difference between being a good listener versus a great listener is using your heart in addition to your eyes and mind while listening.

Do you do this?

• If a friend tells you something is wrong, you immediately tend to give advice or criticism.
• If a friend tells you about something wonderful that has happened, you usually chip in with something similar that you have experienced.

Rarely do we share joy or sympathise with pain. Rarely do we just let others speak. To improve your listening skills, practise with those closest to you. When family members or friends share their thoughts and feelings, curtail the urge to relate what you hear to one of your own.

What if a conversation bores you?

I believe 'interested people are interesting'.

Similarly, 'boring people get bored'.

You don't need to know a lot about a subject to have a conversation. You just need to have a desire to learn, understand and make things interesting.

For example, if someone tells you they are a teacher, instead of saying, "That's nice," and moving on to the next topic, try to find out why they are teaching, how they decided on this profession and what their current thoughts on teaching are.
Dig deep and create meaningful conversations.

How do I get others to listen to me?

1. Listen more intently, question more, and speak with emotion. Build interesting conversations instead of one-way lectures.
2. Engage people while you speak. Ask questions like, "What do you think?" or "Do you agree?"
   
   Try not to speak continuously for long periods. People tend to have short attention spans.
3. When you do not listen to what others are saying and only care to listen to your own voice, this is an indication that you really do not care for other people's opinions.

Think about who you really enjoy being around, at work or in your personal life. Usually it is those who really listen and care about you. Are you listening?

"We forget that forgiveness is greater than revenge. People make mistakes. We are allowed to make mistakes. But the actions we take while in a rage will haunt us forever.

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TIPS ON IMPRESSIVE RESUME WRITING

The following are some tips on writing your resume and effective interviewing that may help you in the job-seeking and placement process.

Resume Writing Tips

An effective resume provides concise, factual, and positive information about you to help employers decide whether you are the best candidate. It is your marketing tool to assist in selling your talents to a prospective employer. Since it remains after your interview is over, it reminds the employer about your background.

It should be limited to one to two pages and summarize your experience, skills, and education to highlight your qualifications for employment.

Your resume should say:

• Who you are
• What you know and have done
• What kind of work you want
• Why you should be hired

A cover letter should accompany your resume, because it serves to focus the aspects of your experience and education that are directly applicable to the job. A cover letter may demonstrate your attitude, work ethic, and written communication skills. A well-written cover letter and resume can play a major role in establishing your candidacy and increasing the likelihood you will be called for an interview.

Your work history should include the name of each employer, your job title, employment dates, and a brief description of your duties and responsibilities, as well as relevant achievements and specials skills, including military experience.

List, if appropriate to your field of work, memberships in professional organizations, knowledge of foreign languages, articles published, inventions or patents, and skills such as typing or computer software knowledge. Avoid religious or political affiliations. 

In citing your educational background, don’t provide details (like a listing of major courses) unless the job requires it, your work experience is limited, or you did not graduate but want to show you have taken courses related to your occupation. If you want to emphasize your education, place it before your work history; otherwise, you should place it after your work history. 

• List all conferred degrees, starting with the highest. If you have not received a degree but have attended college, you may list the total number of hours completed. Give the name and location of the college, degree(s) conferred, and major field(s) of study.
• Include job-related extracurricular activities and significant scholastic honors.
• Include any other pertinent education, such as vocational, professional, or military schools. List professional licenses or certificates.   

Do not list references on your resume. Simply include a statement, such as “References available upon request,” at the bottom of your resume. Have a separate sheet listing your references and bring this to an interview. Notify your references if it appears you are being seriously considered for a position. It is a good idea to send copies of your resume to the references you plan to use.

Carefully consider the language and format of your resume. Limit the length of your resume by using concise phrasing rather than complete sentences. You should convey a positive tone and use strong action verbs to describe job-related responsibilities and accomplishments. A few examples of action verbs are: instructed, demonstrated, performed, planned, motivated, increased, trained, solved.

• Make your resume easy to read and scan; use white space to make text stand out.
• Use serif fonts (Times New Roman or Ariel), type size 10.5 or 11.
• Avoid using “I” statements; instead begin sentences or phrases with action verbs.
• Devote more space to recent jobs than to earlier ones.
• Write out all numbers from one to nine; use numerals for 10-999,999.
• Write your name and phone number on each page (in case pages get separated).
• Do not misrepresent or exaggerate your experience.
• Do not use abbreviations or jargon, either professional or technical, unless it is relevant to the position and all readers will be sure to understand the terms.
• Do not include a snapshot.
• Be aware of information or dates that could be used to screen you out of consideration.

Neatness definitely counts, so be consistent with the layout- - pay attention to the arrangement of headings, captions, use of capitals, underscoring, and fonts. Lead your reader’s eye through points with headings, bullets, bold type, and white space. Of course, check for typographical errors and mistakes in grammar, spelling, or punctuation. Be critical - - have at least one other person proofread and review your resume.

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Posted in: Resume Tips , Tips

HOW TO WRITE A COVER LETTER: A STEP-BY-STEP GUIDE

How To Write A Cover Letter : A Step-by-Step Guide

Three to five short paragraphs are all you need to create a dynamic cover letter. By making your cover letter as concise as possible, you demonstrate your ability to communicate clearly and effectively. Our guide takes you through each step of the letter-writing process.

Step 1 - The Salutation

Address the letter to a name: "Dear Sir" If you can't obtain the information by calling the company, use a title: "Dear Advertising Manager."

Make sure the company address on your letter matches the one on your envelope.

Step 2 - Introductory Paragraph

Open with a sentence that grabs the reader's attention. For example, explain how your skills uniquely qualify you for the job or that you are enthusiastic about the position or company.

State what position you are applying for and where you learned about the job.

Step 3 - Why I'm the Perfect Person for the Job Paragraph

Be specific without repeating everything that is on your resume.
Briefly explain important career achievements.

Define how you can contribute to the company's success. How do your skills make you stand out?

Step 4 - Additional Background and Skills Paragraph

• Talk about any additional skills that you have (be brief!).
• Show you have done research on the company by demonstrating how your background can help you meet current company objectives.
• State your practical work experience (as it pertains to the job; no one needs to know your entire teenage work history).
• Use bullet points to highlight your greatest strengths (if you have not already done so).

Step 5 - Executive Level Information Paragraph

If you are applying to a higher-level or executive position (VP, Manager, etc.), you might want to include a fourth paragraph that gives more details of your achievements and background.

For an entry-level job or non-executive position, you probably don't need another "background paragraph."

Step 6 - Closing Paragraph

Don't ignore a request for salary requirements-but be cautious. Give a broad range or write "negotiable."

Thank the employer for reviewing your materials.

Step 7 - Signature

Remember to sign your letter in black or blue ink! Other colors don't look professional.

List your phone number underneath your name. It makes it a lot easier to find.

WHAT YOUR COVER LETTER SHOULD SAY ABOUT YOU

If you've done your homework, perfected your writing skills and understand how to position yourself against other applicants, you've got nothing to fear. Here's what a cover letter should say about you.

You Write Well

You'll make a good first impression by submitting a cover letter that is well-written and free of mistakes. Be sure to avoid typos, grammatical errors and spelling mistakes. As your first contact with the employer, the cover letter really serves as a writing sample and proof (or not!) that you can organize your thoughts and write clearly.

You Understand and Respect the Employer's Busy Schedule

You'll win points immediately if you keep your letter short, sweet and to the point. Open with a solid lead-in statement that grabs the reader's attention. Be sure to avoid extraneous personal information. No one needs to know that in your spare time you also knit, juggle oranges and have won several prestigious hula hoop championships.

You Know How To Sell Yourself

With any sales pitch, the buyer wants to know "what's in it for me?" The same holds true for a cover letter. Use the cover letter to "sell" the employer on how they will benefit from your skills and experience, not how you will benefit working for them. Explain how your skills will help meet company objectives: "In my current job I developed an e-mail newsletter that increased donations by 40%. I am confident this experience would help me assist you in your ongoing fundraising efforts."

You Are Qualified for the Position

Your cover letter should outline the ways you specifically fit the qualifications needed for the position. However, don't just repeat what is on your resume. Offer concrete details demonstrating why you are the perfect person for the position: "My solid marketing background and four years of supervisory experience make me an ideal candidate for your Marketing Manager position.

You're Smart Enough Not to Send a Form Letter

How do you feel about the form letters you receive? Do they bore you? Offend you? Do you consider them junk mail? Human Resources professionals feel the same way. Customize every letter to a specific company and a specific position. Don't waste postage and paper on a pre-written form letter. They can be spotted a mile away.

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Posted in: Resume Tips , Tips