Keeping Your Group Organized

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Presentation transcript:

Keeping Your Group Organized Agendas and Minutes Keeping Your Group Organized Communicating in Small Groups: Principles and Practices Beebe & Masterson (6th Edition) © 2000

Agendas Help structure communication activity Help you stay focused and on task Provide a checklist of what needs to be accomplished Ensure meeting activities have time constraints Make meetings more organized and productive Tell members how to prepare Keeps you from forgetting important items

Successful agendas are… Specific Results-oriented Timed Realistic Sent out in advance

Tuesday, January 19, 2016; 8am - 8:45am. Whose meeting is it? Team 4 Meeting Agenda Tuesday, January 19, 2016; 8am - 8:45am. JPL Study room 13 Brainstorm ideas (10 minutes) Discuss and select topic (15 minutes) Identify key elements of the project plan (15 minutes) Wrap up and finalize assignments (5 minutes) Next meeting is - When is it? Where is it? Set times Plan the next meeting with everyone in the room

Minutes Done after your meeting Name the time, place, date, who attended & who was absent Provide summaries of the agenda items discussed List any action items and assignments, including due dates List unresolved issues that need to be on the next agenda Provide enough detail so people who weren’t there can follow Sent to all group members for review, edits, approvals State next meeting date and time, if relevant

Tuesday, January 19, 2016; 8am - 8:45am. Team 4 Meeting Minutes Tuesday, January 19, 2016; 8am - 8:45am. JPL Study room 13 Attended - Juan Hernandez, Jill Mathews, Jacorey Tailor, Frances Arguello Absent: Sylvia Sweeney Brainstorm ideas – team came up with ten project ideas Discuss and select topic – the team reviewed the ten projects and found 3 to be viable. We discussed each and voted to select “parking” as the team’s topic Identify key elements of the project plan - Project will be one in three phases: external research, internal research, and project development. For phase one, we will need a research agenda and a timeline. Wrap up and finalize assignments - Jill is drafting the agenda and Juan is working on the timeline. Jacorey will follow up with Sylvia. Next meeting is – February 3, 2017 at 8am, same location Who attended What are the discussion items and assignments?