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LIB300_Meeting minutes

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LIB300_Meeting minutes

  1. 1.  Week 11 – Minutes & Presentation Skills  Week 12 – Final Proposal & Presentation
  2. 2. Improving your Listening Skills and Meeting Minutes
  3. 3. ‘80% of top executives say that listening is the most important skill needed to get things done in the workplace. Plus, today’s younger employees place a high premium on being heard, so listening is becoming even more vital for managers.’ (Rubel, 2010).
  4. 4. Effective listening  Strengthens organizational relationships  Alerts the organization to opportunities for innovation  Allows the organization to manage growing diversity both in the workforce and in the customers it serves  Plays a vital role in the process of building trust between organizations and between individuals
  5. 5. “When you talk you merely provide information, but when you genuinely listen you show respect, create trust, and develop rapport.” – John Boe, sales training professional
  6. 6. Types of Listening  Content listening  Critical listening - To understand and retain the information in the speaker’s message. - You ask questions to clarify the material but don’t judge or ague. - To understand and evaluate the meaning of the speaker’s message on Several levels: the logic of the argument, the strength of the evidence, the Validity of the conclusions, the implications of the message for you and your Organization, the speaker’s intentions and motives, and the omissions of any Important or relevant points.
  7. 7.  Emphatic listening  Active listening - To understand the speaker’s feelings, needs, and wants so that you can appreciate his or her point of view, regardless of whether you share that perspective. - Making a conscious effort to turn off their own filters and biases to truly hear and understand what the other party is saying. - They ask questions or summarize the speaker’s message to verify key points To encourage the speaker through positive body language and supportive feedback
  8. 8. The Listening Process Receiving Decoding Remembe ring Evaluating Respondi ng
  9. 9. Barriers to effective listening
  10. 10. Overcoming Barriers to Effective Listening  Selective Listening  Prejudgment  Selective Perception – if your mind wanders, you may stay tuned out until you hear a word or phrase that gets your attention once more. But by that time, you’ll unable to recall what the speaker actually said; instead, you’ll remember what you think the speaker probably said. - making up your mind before truly hearing what another person has to say. leads listeners to filter incoming messages to fit what they already believe about a given subject.
  11. 11. Effective Listeners Ineffective Listeners Listen actively Listen passively Take careful and complete notes when applicable Take no notes of ineffective notes Make frequent eye contact with the speaker Make little or no eye contact- inappropriate eye contact Stay focused on the speaker and the content Allow their minds to wander, are easily distracted, work on unrelated tasks Mentally paraphrase key points to maintain attention level and ensure comprehension Fail to paraphrase Adjust listening style to the situation Listen with the same style, regardless of the situation Give the speaker nonverbal cues Fail to give the speaker nonverbal feedback Save questions or points of disagreement until an appropriate time Interrupt whenever they disagree or don’t understand Overlook stylistic differences and focus on the speaker’s message Are distracted by or unduly influences by stylistic differences; are judgmental Make distinctions between main points and supporting details Unable to distinguish main points from details. Look for opportunities to learn Assume they already know everything that’s important to know
  12. 12. Improving your Nonverbal Communication Skills
  13. 13. What is nonverbal communication?  is the process of sending and receiving information, both intentionally and unintentionally, without using written or spoken language.
  14. 14. Six major categories of nonverbal expression  Facial Expressions  Gestures and postures  Vocal characteristics  Personal appearance  Touch  Time and space
  15. 15. Meeting Minutes
  16. 16. Minutes of a meeting  serves as a permanent, official record of those who attended the meeting, significant discussions taking place during the meeting, any decisions made, and follow-up actions to be taken and is distributed to all individuals who attended the meeting.
  17. 17. Meeting Minutes is a written record of decisions and discussions that are verbally shared. Top 5 reasons for meeting minutes 1. To record those who attended the meeting, 2. To record significant discussions taking place during the meeting, 3. To record any decisions made 4. To follow-up actions to be taken 5. To be distributed to all individuals who attended the meeting.
  18. 18. Step 1 Preparing your Document  If you have a Meeting Agenda use the agenda to guide your note taking  Choose to write or type bring at least 2 pens and lines paper (it is recommended you type the minutes)  Get the names of those who will be attending  Record the start time of the meeting  Record the meeting purpose E.g. Monthly Staff Meeting  Check the main issues to be discussed  Get the name of the person who approved that minutes from the last meeting
  19. 19. Step 2 Gathering Information  Note the names of everyone present  Note the meeting start time  Note if there is a Chairman or President  Write down the main topics  Write the date, time, and location of the next meeting
  20. 20. Step 3 Selecting Information  If you do not know the main topics summarize all arguments and decisions that are made and organize by topic/time  Note any tasks assigned to employees  Note any deadlines or important dates  Note any important changes  Note anything to be followed up at the next meeting  Note any reports presented
  21. 21. Step 4 Confirming Information  Ask to summarize the information with the group  Ask if any important information was missed  Confirm the staff present  Confirm the staff absent  Make sure you have the e-mails of all staff members to send out the final draft
  22. 22. Step 5 Finalizing Information  Provide your Manager/Supervisor the first copy  Check your minutes for spelling and grammar errors  Make sure you have captured all the main topics  Make sure you BOLD the date, attendance, start time, end time, tasks, deadlines, chairperson and the date of the next meeting
  23. 23. Meeting Minutes Template

Notas del editor

  • Poor listening skills can cost companies millions of dollars per year as a result of lost opportunities, legal mistakes and other errors.
  • Selective Listening – if your mind wanders, you may stay tuned out until you hear a word or phrase that gets your attention once more. But by that time, you’ll unable to recall what the speaker actually said; instead, you’ll remember what you think the speaker probably said. One reason to listener’s minds to tend to wander is that people think faster than they speak. Most people speak at 120-150 words per minute. However, humans can process audio information at up to 500 words per minute or more. Consequently, your brain has a lot of free time whenever you’re listening, and if left unsupervised, it will find a thousand other things to think about. Make a conscious effort to focus on the speaker and use the extra time to analyze and paraphrse what you hear or to take relevant notes.

    Prejudgment – making up your mind before truly hearing what another person has to say.

    Selective Perception – leads listeners to filter incoming messages to fit what they already believe about a given subject. Listening with an open mind isnt always easy, but it’s the only way to make sure you really hear what people are telling you.

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