Issue 21 - June 15, 2004

Editor: Lynne Bullen
lynne@associatedsecretarial.com.au

Publisher: Associated Secretarial
Copyright © 2004 Associated Secretarial

In this issue:

1. Editorial

2. Article: Achieving Success With Successful Meetings [Copyright © 2004 Lynne Bullen]

3. Resources

4. Article: What Is Digital Recording And/Or Digital Transcription? [Copyright © 2003 Lynne Bullen]

5. Sponsors

6. Article: What I Have Learned [Author Unknown]

7. Feedback

8. Subscribe/Unsubscribe

1. Editorial

Meetings, meetings, meetings!!!!!! To many, meetings are among the things we hate most in business. To others, they're a chance to wield the power stick or feed egos ...neither are good reasons to call a meeting.

If you are going to run a successful business and have all departments working in tandem, then meetings are necessary; or as some might say, "a necessary evil".

They are most definitely not for the purposes of the power struggle, though some meetings are called for just that purpose. Most attendees would work that out within the first few minutes of the meeting. Guess what? That's one of the major reasons people " hate" meetings. You'll hear people say, "Are you going to that ??????????? meeting tomorrow? I bet it's another ego trip for "so-and-so". Others will say nothing until the meeting date and time, then put in an apology at the last possible minute, citing some feasible (but untrue) reason.

You may hear others groan, "Not ANOTHER meeting! We seem to go in circles. Meeting after meeting where we talk about the same old things and NOTHING ever changes!" "It's a waste of time!"

Most successful businesses, large and small, will need meetings to measure and report on the progress and results of elements put into place. Sporting bodies, teacher/parent groups, Not-For- Profit
organisations, right through to Government institutions, multi-national and corporate sectors will all need to have key players, both internal and external, meeting on a regular basis.

The successful outcomes of any meeting will depend on how well the meeting is planned and executed.

Let's see if we can Inspire you to better meetings!

Lynne
lynne@associatedsecretarial.com.au

2. Article: Achieving Success With Successful Meetings

Copyright © 2004 Lynne Bullen

There are three elements to a successful meeting:

• Planning
• Execution
• Dissemination of the Minutes

Each of these elements has its own steps.

Planning Of The Meeting

The planning of a meeting is not just to call a meeting, set the agenda and hope that people will turn up. You'd be surprised at how many meetings do start like that. If you've attended a meeting of this nature, you'll already know that they're not successful in any way expect wasting time!

Meetings are necessary to determine if your plans are producing the expected outcomes. Whether meetings are called on a regular basis, or as the need arises, you must prepare well. You need to be able to measure the performance of key personnel who are involved in particular projects. You need to gauge the processes of a project to determine whether any change is necessary for the project to be successful.

The project can be anything from managing a budget, to staffing solutions, the line-up of the players for the season's "little league" or the budding ballerinas who will make up the lead or " chorus line", right through to mergers and acquisitions, Extraordinary meetings and Annual General Meetings.

So, what's the plan? What is needed to ensure that a meeting will be successful? Let's start with:

To meet or not to meet

Think carefully about what you hope to achieve by holding your meeting. Write down why you will call the meeting together with your expectations.

• Why do you need this meeting?
• What is the purpose of your meeting?
• Determine if a meeting is really necessary.
• If it is, what are the key points for discussion?
• Who will be expected to attend the meeting?
• Is the timing of the meeting appropriate?

If you decide that a meeting is necessary, you need to get busy with the following:

Set an Agenda

List all that you want discussed and who will talk to each point. Prioritise your choice of items, beginning with the most important item as you see things. Send the Proposed Agenda, information about the meeting date, time and venue to all who are to participate. It should be accompanied by a note explaining why you are calling the meeting.

Invite those expected to attend to add any items they feel may be useful in the discussion. Often, the person calling the meeting will be so focused on their own expectations that they may overlook items, which, if not included, could affect the expectations and outcomes.

Request a reply within two days so that the meeting and items for the Agenda can be confirmed.

Once you've received replies, revise the Agenda.

This time, the Agenda should have the time and estimated duration of each item to be discussed. Below is a typical programme:

Setting the time and duration of items to be discussed will help your Chairperson keep the meeting on track.

Along with the revised Agenda, including draft motions or resolutions, send copies of the Minutes of the Previous meeting, and other relevant documents regarding items for discussion. This way, there is no time wasted at the meeting by having to explain the "whys and wherefores" of items.

Participants can see what motions or resolutions are expected. It also gains the confidence and trust of attendees. These documents should be delivered at least a few days, preferably up to a week before the meeting. This should ensure that all participants are well prepared.

Choose your Chairperson

Your choice will determine whether or not your meeting will be a success.

Often, it's the President of the company, organisation, association or incorporated body who will Chair the meeting. However, the President is not always the right choice. He or she may be an excellent President, but that doesn't mean that he or she will be an excellent Chairperson.

The Key points here are to choose a Chairperson who has some working knowledge of what is to be discussed, but more importantly, a person who will take charge and ensure that proceedings run smoothly.

I have attended meetings where the Chairperson is chosen purely on his/her abilities as a facilitator, even though he/she has no working knowledge of business at hand. This can also work to the organisation's advantage, in that most attendees will be on their best behaviour whilst there is an "outsider" present.

Choose your Minutes Secretary

The person you choose to record the proceedings may work with you and therefore have a working knowledge of the business at hand.

Again, a working knowledge is not essential. There are many Minutes Secretaries who are chosen because of their skills in Minute taking, and/or the technology they own. You may like to consider contracting the services of a VA (Virtual Assistant). [article: WHAT IS A VIRTUAL ASSISTANT? http://www.lynnebullenstrategies.com.au/articles.htm]

If there are external participants (persons who don't belong to the organisation), the Minutes Secretary should make name-tags for all participants. Not only will it help internal and external participants to know who's who, it will also aid the Chairperson and the Minute Secretary in the recording of proceedings.

Execution Of The Meeting

The Chairperson should follow the Agenda without diversion unless absolutely necessary. He/she will be responsible for keeping a "tight rein" or control of proceedings. All questions or suggestions should be directed through the Chairperson who will name the person about to speak.

The Chairperson will allow the key points to be discussed, know when to suggest an end to the discussion at hand, and if required, ask for a motion or a resolution at the appropriate time.

If an item needs to be deferred, the Chairperson will call for a motion to defer and seek agreement of all present and then move on to the next item. A good Chairperson will keep the meeting flowing.

Recording of the Proceedings

The Convenor of the meeting must advise the Minutes Secretary as to how the Minutes should be produced; i.e., verbatim, detailed, concise, dot point or other. All Minutes should have the motions, resolutions, actions and results of any vote, no matter in which form the Minutes are to be produced.

Your Minutes Secretary will take a record of the proceedings using shorthand or an audio recording using the technology available. Both written and audio may be used in tandem.

If an electronic recording device of any kind is to be used, it is proper that the Chairperson advise those present that the meeting will be "recorded". He must have agreement from all parties present before the electronic recording device can be used.

If there are to be persons attending just part of the meeting, the Chairperson should seek approval from those persons before the meeting commences, that there is no objection regarding use of the electronic recording device.

During a meeting, there may be certain items that, after discussion, require action. This should be noted as an Action, and beside it, the name of the person responsible for the action, and a time frame or a date by which the Action should be completed.

Often, the Minutes Secretary will provide an "Action Sheet" along with the Minutes of the Meeting.

In certain circumstances, protocol and the Constitution of the organisation will have great bearing on how voting, motions, dissenters, clarification of proceedings or points of order and other things should be carried out.

A good Chairperson and/or Minutes Secretary will arrive with a copy of the Constitution of the organisation. If clarification of whether or not the Constitution has bearing on an Action, Vote or other, the document can be referred to immediately.

Dissemination Of The Minutes

Minutes should transcribed as soon after the meeting as possible. The Chairperson should advise the Minutes Secretary when the draft is expected. Usually, Minutes are required no more than one week
after the date of the meeting was held.

Ideally, your Minutes Secretary will provide the Convenor (and others if required) a draft of the Minutes within one week of the meeting. Once the draft has been approved, the Minutes must be sent to all attendees.

Minutes must be a true and correct record of proceedings. If, during the course of the meeting the Minutes Secretary is requested not to minute an item, it will not be minuted. However, Minutes cannot be changed after the event.

Your Minutes Secretary will send the Minutes and any documents referred to during the meeting, an Action sheet (if required) and other any documents "tabled" at the meeting, to all participants and to others as directed by the Convenor.

There you have it! The process is not difficult ... just follow the "rules".

Lynne Bullen is a successful businesswoman whose talents include Public Relations; Editorial and Commercial Copywriting; Design and Facilitation of Seminars, Forums and Workshops, Secretarial and
Administrative support including Digital Transcription. Lynne is also the Founder of Associated Secretarial ...the perfect solution. http://www.associatedsecretarial.com.au Lynne is happy to share her knowledge to help others achieve their goals. Contact her via email: lynne@lynnebullenstrategies.com.au or visit her website at http://www.lynnebullenstrategies.com.au

3. Resources

Books:

"Better Business Meetings" by Robert B. Nelson, Peter J. Economy

"Guide for Meetings and Organisations" NE Renton

"The Law and Procedure at Meetings in Australia & New Zealand", by PE Joske

Web:

http://www.openthis.com/index.htm Enlightening articles by Charlie Cook

http://businessmeetings.com/index.php3 Lots of very useful stuff here. Don't stay on the Home page, take look at the entire site ... there's something here for everyone who convenes or attends meetings.

4. Article: What Is Digital Recording And/Or Digital Transcription?

Copyright © 2003 Lynne Bullen

Without getting too technical, here is an introduction and insight into digital recording and transcription, which is fast becoming the preferred choice for both the Client and the VA (Virtual Assistant).

Both the Digital Recorder and the Digital Transcription Kit have hardware and software components. The recording equipment can be used in 'dictation' mode or 'conference' mode, depending on your needs.

Digital transcription leaves taped transcription "for dead". It's light years ahead. One could liken it to the difference between using a computer rather than a typewriter.

Digital recording/transcription devices currently on the market can record in various modes. The most used for recording dictation and meetings are the .wav or .dss files. There are other formats, but these are the preferred choice of most who use this technology for meetings and dictation.

Those using this technology need special software loaded onto their computers and also need the recording device, which is used in the same way the mini- or micro-cassette is used.

Then it's just a matter of following three easy steps.

1. Record the conference, interview, correspondence, report or the meeting.

2. Download the recording into the computer (usually via USB port).

3. Attach the voice file to an email which should contain details of the recordings and any special instructions to your transcriptionist or Virtual Assistant.

The VA has the transcription kit, which has a software component as well as hardware, which consists of the foot pedal and headphones.

When the Client's email and voice file attachments arrive on her computer, it's just a matter of transcribing the file. When completed, the work is returned to the client as an attachment to an email. The client opens it up and there is the document, ready for printing.

What are the advantages of Digital recording and transcription?

The size: Smaller and lighter than a micro- or mini-cassette recorder, it won't take up any more space than a compact and lipstick in a handbag. The guys can 'wear' it comfortably in the breast pocket of a business shirt or jacket.

No tapes: This alone makes the Digital Recorder very attractive to the busy executive. No need to carry tapes (Did I bring enough tapes?). No tapes to get damaged. No tapes to get lost.

Recording time: Holds up to 160 minutes of recording (depending on brand and model). The technology for the digital recorder is the microchip.

Time saver: The VA or the Client never need pick up or deliver tapes again, or pay couriers to do the same. Sending your voice files via email makes the process almost instantaneous.

Dispute negator: What the client sends to his VA is still on his computer. When the finished product is emailed back to the Client, there can be no dispute over what was or was not said. The recorded proof is available for checking.

Is digital transcription and/or recording equipment and software expensive?

Pricing will depend on the make and model you choose. Be sure that the distributor you choose will give you on-going support by phone or in person for at least 12 months without extra charge. (This one can sometimes be tricky to pin down ... but it's worth posing the question).

Keep in mind that this SUPPORT is different to the WARRANTY (which should be for at least 12 months).

Digital recording and transcription is extremely cost effective and time efficient. The cost of the hardware and/or software will pay for itself within a few months.

Lynne Bullen is a successful businesswoman whose talents include Public Relations; Editorial and Commercial Copywriting; Design and Facilitation of Seminars, Forums and Workshops, Secretarial and
Administrative support including Digital Transcription. Lynne is also the Founder of Associated Secretarial ...the perfect solution. http://www.associatedsecretarial.com.au Lynne is happy to share her knowledge to help others achieve their goals. Contact her via email: lynne@lynnebullenstrategies.com.au or visit her website at http://www.lynnebullenstrategies.com.au

5. Sponsors

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6. Article: What I Have Learned ... Author Unknown

I've learned... that the best classroom in the world is at the feet of an elderly person.

I've learned... that when you're in love, it shows.

I've learned... that just one person saying to me, "You've made my day!" makes my day.

I've learned... that I feel better about myself when I make others feel better about themselves.

I've learned... that having a child fall asleep in your arms is one of the most peaceful feelings in the world.

I've learned... that what we have done for ourselves alone dies with us. What we have done for others and the world remains and is immortal.

I've learned... that one sincere apology is worth more than all the roses money can buy.

I've learned... that being kind is more important than being right.

I've learned... that you should never say no to a gift from a child.

I've learned... that I can always pray for someone when I don't have the strength to help him in some other way.

I've learned... that no matter how serious your life requires you to be, everyone needs a friend to act goofy with.

I've learned... that sometimes all a person needs is a hand to hold and a heart to understand.

I've learned... that life is like a roll of toilet paper. The closer it gets to the end, the faster it goes.

I've learned... that we should be glad God doesn't give us everything we ask for.

I've learned... that money doesn't buy class.

I've learned... that it's those small daily happenings that make life so spectacular.

I've learned... that once a relationship is over, if you experienced more smiles than tears, then it wasn't a waste of time.

I've learned... that under everyone's hard shell is someone who wants to be appreciated and loved.

I've learned... never to humiliate another person. Always give him an honorable way to back down or out of something and still save face.

I've learned... that if you are still talking about what you did yesterday, you haven't done much today.

I've learned... that when you plan to get even with someone, you are only letting that person continue to hurt you.

I've learned... that the older I get, the smarter my parents become.

I've learned... that love, not time, heals all wounds.

7. Feedback

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