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.

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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.

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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.

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Preparing for a Meeting

Calling a Meeting

There are a number of ways that you may call or be called to a meeting. Some meetings are announced by e-mail, and others are posted on bulletin boards. If a meeting is announced at the end of another meeting, it is important to issue a reminder. A reminder can also come in the form of an e-mail or notice. Verbal announcements or reminders should always be backed up by documented ones. The date, location, time, length, and purpose of the meeting should be included. It is also important to indicate exactly who is expected to attend, and who is not. If you are planning on allocating someone to take on a certain role, make personal contact with that person to inform them of his or her duty.

Sample E-mail:

To: jane@paristours.com

cc: kana@paristours.com; thomas@paristours.com; nolan@paristours.com

From: pierre@paristours.com

Subject: Meeting

Hi Everyone,

We will be having a meeting next Friday from 2:00 PM-4:00 PM in Room 3.All supervisors are expected to attend. The purpose of the meeting is todiscuss the upcoming tourist season. As you probably have heard, thiscould be our busiest season to date. There are already twenty bus toursbooked from Japan, and fifteen walking tours booked from North America.We are also expecting Korean and Australian tours in late summer. Pleasemake arrangements to have other staff members cover your duties duringthe meeting.

Thank you,

Pierre

Sample Notice:

MEETING LOCATION: Room 3

DATE: Friday, May 5th

TIME: 2:00 PM-4:00 P.M.

FOR: Supervisors only

SUBJECT: Tourist Season

ATTENDANCE IS MANDATORY

Writing an Agenda

In order to keep the meeting on task and within the set amount of time, it is important to have an agenda. The agenda should indicate the order of items and an estimated amount of time for each item. If more than one person is going to speak during the meeting, the agenda should indicate whose turn it is to "have the floor". In some cases, it may be useful to forward the agenda to attendees before the meeting. People will be more likely to participate in a meeting, by asking questions or offering feedback, if they know what is going to be covered.

Sample Agenda:

1 - Welcome, Introduction: Pierre and Stella (5 minutes)
2 - Minutes from previous meeting: Jane (10 minutes)
3 - Japan Tours: Pierre (15 minutes)
4 - N.A. Tours: Pierre (15 minutes)
5 - Korean Tours: Pierre (15 minutes)
6 - Australian Tours: Pierre (if time allows 10 minutes)
7 - Feedback from last year: Everyone (15 minutes)
8 - Vote on staff picnic: Everyone (15 minutes)
9 - Questions/Closing remarks/Reminders: Everyone (5 minutes)

Allocating roles

The person in charge of calling and holding a meeting may decide to allocate certain roles to other staff members. Someone may be called upon to take the minutes, someone may be asked to do roll call, and someone may be asked to speak on a certain subject. This should be done either in person, or in an e-mail.

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 availableto review last month's minutes and present them at Friday'smeeting. We have a new staff member joining us, so I'd liketo give her a chance to see where things have been goingsince the last meeting.

If you have any concerns about this, let me know.

Thanks,
Pierre

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