Manage meetings

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BSBADM502-Presentation3.pptsession3.ppt
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BSBADM502B Manage meetings

Session 3

Follow-up meetings

Purpose of this presentation

At the end of this session, you should know how to:

  • check meeting minutes to ensure they reflect a true and accurate record of the meeting
  • distribute and store follow-up documentation within designated timelines, and according to organisational requirements
  • report outcomes of meetings as required, within designated timelines.

Review meeting minutes

  • When managing meetings, you are responsible for ensuring that the meeting minutes are true and accurate record.
  • Strategies for checking the accuracy of information include:
  • Read all information - Don’t skim over. Read each word.
  • If you can not remember certain details check with other participants
  • Refer to any notes you may have taken during the meeting to confirm information
  • Check for spelling and grammar.

Checking minute format

  • Many organisations have specific minute templates and formats that must be used.
  • When managing meetings you must ensure that you are aware of these and use them as required.
  • You can find this information from:
  • policy and procedure manuals
  • intranet
  • colleagues
  • office managers

Tips for checking the format of meeting minutes

  • Has the correct template been used?
  • Do the minutes follow the structure of the agenda?
  • Is the language clear and simple?
  • Have bullet points been used where possible?
  • Do the minutes only include information which people need to know or do?
  • Is it clear who is responsible and the
    date when things are to happen?

Distributing meeting minutes

  • Once you have finalised the minutes it is time to distribute them.
  • Minutes should be circulated to all attendees and other relevant parties as soon as possible.
  • A guideline of 2 to 3 days is recommended.
  • The minutes can be circulated in hard copy or via email depending on your business communication practices.

Storing meeting minutes

  • There are varying requirements with regards to the storing of meeting minutes depending on your organisation’s:
  • policies and procedures
  • applicable conventions
  • legal requirements.
  • The most important requirements that you need to be aware of are legislative requirements with regards to how long records must be kept.

Storing meeting minutes

  • When determining the most appropriate method for storing minutes you should consider:
  • Access (secure folder? password?)
  • hardcopy files
  • electronic copies (computer, CD, USB...)
  • file names :

eg. Christina education staff meeting.Dec.2017

Reporting meeting outcomes

  • The process for reporting meeting outcomes can vary depending on your organisation and the type of meeting
  • Things to remember when reporting meeting outcomes are:
  • report the outcomes to the people who need to know e.g. managers, team members, clients, shareholders
  • understand the timelines that apply and don’t provide the information too late
  • provide the information in an appropriate format (e.g. meeting minutes, email, presentation, etc.)