Sample Personal Request:
Pierre: Hi Jane, did you get the e-mail about next week's meeting?
Jane: Yes, I'll be there.
Pierre: Great. I'd like to put you in charge of reviewing the minutes from last meeting for us.
Jane: Sure, I can do that. I think there is a copy of the minutes in my file.
Pierre: Thanks, you'll have ten minutes to remind us of what we discussed last meeting. This will be good for Stella to hear. Stella will be our new private tours coordinator.
Sample E-mail:
To: jane@paristours.com
From: pierre@paristours.com
Subject: Minutes
Hi Jane,
I just wanted to make sure that you would be available to review last month's minutes and present them at Friday's meeting. We have a new staff member joining us, so I'd like to give her a chance to see where things have been going since the last meeting.
If you have any concerns about this, let me know.
Thanks,
Pierre
Small Talk
Whether you are holding the meeting or attending the meeting it is polite to make small talk while you wait for the meeting to start. You should discuss things unrelated to the meeting, such as weather, family, or weekend plans.
Sample Dialogue:
Pierre: Hi Thomas. How are you? Thomas: Great thanks, and you? Pierre: Well, I'm good now that the warm weather has finally arrived. Thomas: I know what you mean. I thought winter was never going to end. Pierre: Have you dusted off your golf clubs yet? Thomas: Funny you should ask. I'm heading out with my brother-in-law for the first round of the year on Saturday.
Welcome
Once everyone has arrived, the chairperson, or whoever is in charge of the meeting should formally welcome everyone to the meeting and thank the attendees for coming.
Well, since everyone is here, we should get started.
Hello, everyone. Thank you for coming today.
I think we'll begin now. First I'd like to welcome you all.
Thank you all for coming at such short notice.
I really appreciate you all for attending today.
We have a lot to cover today, so we really should begin.
Sample Welcome:
Pierre: I think we'll begin now. First I'd like to welcome you all and thank everyone for coming, especially at such short notice. I know you are all very busy and it's difficult to take time away from your daily tasks for meetings.
Introductions
If anyone at the meeting is new to the group, or if there is a guest speaker, this is the time when introductions should be made. The person in charge of the meeting can introduce the new person, or ask the person to introduce him or herself.
I'd like to take a moment to introduce our new tour coordinator.
I know most of you, but there are a few unfamiliar faces.
Stella, would you like to stand up and introduce yourself?
Hi everyone. I'm Judy Strauss. I'll be acting as Amanda's assistant while Nancy is away on maternity leave.
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.
Sample Introduction to the Agenda:
Pierre: As you can all see here on the agenda we will be mainly talking about the upcoming tourist season. First we'll discuss the groups that will be coming in from Japan. After that we'll discuss the North American Tours, followed by the Korean tours. If time allows we will also discuss the Australian tours which are booked for early September. Next, I'm going to request some feedback from all of you concerning last year's tours and where you think we can improve. And finally, we'll be voting on where and when to have this year's staff picnic.
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 early
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.
Regaining Focus
It is easy to get off topic when you get a number of people in the same room. It is the chairperson's responsiblity to keep the discussion focused. Here are some expressions to keep the meeting centred on the items as they appear on the agenda.
Let's stick to the task at hand, shall we?
I think we're steering off topic a bit with this.
I'm afraid we've strayed from the matter at hand.
You can discuss this among yourselves at another time.
We've lost sight of the point here.
This matter is not on today's agenda.
Let's save this for another meeting.
Getting back to item number 5...
Now where were we? Oh yes, let's vote.
Voting
When issues cannot be resolved or decisions cannot be easily made, they are often put to a vote. Most votes occur during meetings. Votes can be open, where people raise their hands in favour or in opposition of the issue. In an open vote, the results are evident immediately. Other votes, such as who should be elected to take on a certain role, are private or closed. During private votes, attendees fill out ballots and place them in a box to be counted. The results may not be counted until after the meeting. Here are some specific expressions used during open voting:
All in favour? (Those who agree raise their hands or say "Aye".)
All opposed?
Motion to hire more tour guides, moved by Thomas. (Suggestions or ideas that are put to a vote are called motions. When a person makes a suggestion, the term to use both during the meeting and in the minutes is moved.)
Motion to hire more tour guides seconded by Nolan. (When another person agrees with the motion, it is seconded.)
When a motion is voted and agreed upon it is carried. When it is voted and disagreed upon it is failed. Most often votes are put to a majority. If there is a tie vote, the chairperson will often cast the deciding vote.
Sample Voting Session:
Pierre: Okay, now that we've covered most of the business, it's time to vote on the staff picnic. Jane and I have come up with two different ideas. I'll give Jane the floor now, and she'll outline these two options. After that we'll vote. I don't think there is any reason to have a private vote, so I'll just ask to see a show of hands. Jane, would you do the honours?
Jane: Thanks Pierre. Okay, so, as you all probably assumed, we are going to wait until most of the tours have passed through before we have the staff picnic. That way most of you should be able to attend. So we've chosen the last Sunday of September. I hope that works out for all of you. Now, the first option is to have a BBQ at Mariposa Beach. We would do this on the last Sunday of September. The second option is to have a potluck dinner/pool party in Pierre's backyard. The only problem with this is if it rains, there isn't much in the way of shelter there. I don't think Pierre and his wife will want all of us dashing inside in a thunderstorm.
Pierre: Well, if we had to we could probably squeeze everyone in the basement. Anyhow, those are the options, so let's put it to a vote. All in favour of option number one? Raise your hands please...okay, one vote. And, all in favour of option number two? That's four. Okay, so it looks like a pool party at my house.
Jane: Great. I'll put up a sign up sheet and everyone can write down what they plan to bring.
Comments and Feedback
During the meeting, participants will comment, provide feedback, or ask questions. Here are some ways to do so politely:
If I could just come in here...
I'm afraid I'd have to disagree about that.
Could I just say one thing?
I'm really glad you brought that up, Kana.
I couldn't agree with you more. (I agree)
Jane, could you please speak up. We can't hear you at the back.
If I could have the floor (chance to speak) for a moment...
We don't seem to be getting anywhere with this.
Perhaps we should come back to this at another time?
Closing a Meeting
Wrapping Up
There are different reasons why a meeting comes to an end. Time may run out, or all of the items in the agenda may be checked off. Some meetings will end earlier than expected and others will run late. The odd time, a meeting may be cut short due to an unexpected problem or circumstance. Here are a variety of ways to adjourn a meeting:
It looks like we've run out of time, so I guess we'll finish here.
I think we've covered everything on the list.
I guess that will be all for today.
Well, look at that...we've finished ahead of schedule for once.
If no one has anything else to add, then I think we'll wrap this up.
I'm afraid we're going to have to cut this meeting short. I've just been informed of a problem that needs my immediate attention.
Reminders
There is almost always one last thing to say, even after the closing remarks. A chairperson might close the meeting and then make a last-minute reminder. Instructions for tidying up the room may also be mentioned.
Oh, before you leave, please make sure to sign the attendance sheet.
I almost forgot to mention that we're planning a staff banquet next month.
Don't forget to put your ballot in the box on your way out.
If I didn't already say this, please remember to introduce yourself to the new trainees.
Could I have your attention again? I neglected to mention that anyone who wants to take home some of this leftover food is welcome to.
If you could all return your chair to Room 7 that would be appreciated.
Please take all of your papers with you and throw out any garbage on your way out.
Thank You's and Congratulations
The end of the meeting is also the time to thank anyone who has not been thanked at the beginning of the meeting, or anyone who deserves a second thank you. Congratulations or Good-luck can also be offered here to someone who has experienced something new, such as receiving a promotion, getting married, or having a baby.
Before I let you go let's all give a big thank you (everyone claps) to Thomas for baking these delicious cookies.
Again, I want to thank you all for taking time out of your busy schedules to be here today.
Most of you probably already know this, but Nolan's wife just gave birth to a baby boy.
As you leave today, don't forget to wish Stella luck on the weekend.The next time you see her she will be happily married.
Follow Up
In the closing remarks, the chairperson, or participants may want to discuss the date and time for the next meeting, when the minutes will be available, or when a decision should be made by. This is also the time to give contact information, such as how to send a question by e-mail or who to call regarding a certain issue.
We'll meet again on the first of next month.
Next time we meet I'll be sure to have those contacts for you.
If anyone has any questions about anything we discussed today, feel free to send me an e-mail.
The minutes from today's meeting will be posted as of tomorrow afternoon.
I'll send out a group e-mail with the voting results.
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