Tag: minutes

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Wendu Ejim

VIDEO PODCAST: Unlocking the Secrets Behind Effective Meeting Minutes

Posted on by Wendu Ejim

Join Matt McEwan of Minutes Solutions, and Steve Roderick and David Velasco of JGS Insurance, as they dive into the realm of community association meetings in episode 159 of Community Association Car Chat.

In this episode, they discuss the challenges of minute taking for community associations and the benefits of professional minute takers. Matt walks you through the process of utilizing our minute-taking services and highlights the key qualities that make a great minute taker.

Additionally, he delves into the differences between minute takers and stenographers, providing valuable insights to help you navigate your options effectively.

Ready to enhance the efficiency of your community association meetings? Watch the video to gain valuable insights and learn how to start putting your meeting minutes to work.

Watch Here

Minutes Solutions Inc.

At Minutes Solutions Inc., we don’t just document meetings; we transform them. With a wealth of experience specializing in professional minute-taking for community associations, our team stands ready to elevate your meetings to new heights. As a professional third-party minute-taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute-taking services for over 50,000 meetings for more than 4,000 organizations across North America. Its cohort of over 150 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices that help make board meetings more effective and allow staff and board members to focus on their core responsibilities.

What are Robert’s Rules?

Posted on by Matt McEwan

What are Robert’s Rules?

Posted on by Matt McEwan

Meetings are supposed to be where critical decisions are made, but they can become frustratingly chaotic if discussions get off track or emotions run high. Using a structured framework called a “parliamentary authority” ensures that meetings are productive, fair, and focused. While there are several authorities, the most well-known is Robert’s Rules of Order – more than just a set of regulations, they’re a tool for better governance and collaboration.

The Core of Robert’s Rules

For those asking, “What are Robert’s Rules?” motions are the lifeblood of this procedural framework. Every significant action starts with a motion, followed by debate and voting:

  1. A member says, “I move that…” to propose an action.
  2. Another member seconds the motion to signal agreement to discuss.
  3. The chair opens the motion for debate, ensuring everyone has the chance to speak.
  4. The motion is put to a vote and the decision is recorded in the minutes.

Every motion must be addressed — whether approved, amended, postponed, referred to a committee, or voted down. Motions come in various types, each serving a unique purpose:

  • Main Motions introduce new business.
  • Amendments modify or clarify an existing motion.
  • Privileged Motions address urgent matters unrelated to the current discussion.
  • Incidental Motions resolve procedural questions (e.g., points of order).

During debate, speakers must be recognized by the chair, comments must remain relevant to the motion, and enforcing time limits will help keep discussions focused. If debates become unproductive or tensions rise, calling a vote can bring focus back to the core issue; this is a procedural tool that anybody can use to advance the meeting.  

The process might feel formal, but it prevents confusion, mitigates conflict, and keeps discussions on track. Without structure, members can derail progress and abusive behaviour can escalate. Rules of order establish boundaries and ensure meetings are respectful and goal-oriented.

Using Rules to Keep Meetings Productive

Beyond mitigating conflict, Robert’s Rules offer procedural tools to keep meetings efficient, with terminology such as:

  • Call the Question: When a debate becomes repetitive, any member can propose to end the discussion by calling the question to then vote on the core issue. A motion to call the question requires a two-thirds majority to pass.
  • Point of Order: If someone veers off topic or violates meeting rules, another member can use this tool to refocus the discussion.
  • Refer to Committee: For complex issues, forwarding the matter to a smaller group for detailed review allows the larger meeting to continue without getting bogged down in minutiae.

In extreme cases, the chair can use Robert’s Rules to take decisive action, such as delivering a rules-based pronouncement or even removing a disruptive individual. These measures ensure that even contentious or complicated issues are handled systematically.

Voting: Turning Discussion into Action

Voting is the culmination of every motion and can be conducted in various ways:

  • Voice Vote: A quick “aye” or “nay” works for straightforward decisions.
  • Roll Call: A recorded vote that identifies how each member voted ensures accountability on contentious issues.
  • Ballot Vote: An anonymous option, ideal for elections or sensitive topics.
  • Unanimous Consent: For non-controversial matters, the chair can ask, “Is there any objection?” If none is raised, the motion passes.

By tailoring voting methods to the context, board members ensure decisions are transparent and equitable.

Preparing for Better Meetings

Use these steps to set your meeting up for success long before the call to order:

  1. Create a Clear Agenda: Include time to discuss key items like reports, unfinished business, and new proposals. A consent agenda can streamline routine matters, leaving more time for substantive discussions.
  2. Distribute Resources: Share cheat sheets or summaries of Robert’s Rules with participants to build confidence and clarity around participation.
  3. Empower the Chair: A skilled chair keeps discussions focused, ensures fair participation, and delivers rules-based decisions when necessary.
  4. Adapt the Rules: For smaller or informal groups, simplify the procedures and minimize Robert’s Rules jargon to fit your organization’s needs.
  5. Hire a Professional Minute Taker: Expert minute takers understand procedural elements such as motions and amendments. They are trained to record the results of motions, significant decisions, and assigned action items, and to avoid unnecessary details that might obscure what truly matters.
Advantages and Challenges of Robert’s Rules

While widely recognized for their utility, Robert’s Rules are not without their complexities.

Advantages

  • Streamlined Meetings: Only one motion or issue is discussed at a time, preventing digressions and ensuring efficiency.
  • Democratic Participation: Every member has the right to speak before anyone speaks a second time, fostering inclusivity and collaboration.
  • Clear Accountability: Votes and decisions are clearly recorded and communicated, enhancing transparency and organizational integrity.

Challenges

  • Learning Curve: New users may find the detailed rules overwhelming.
  • Potential for Manipulation: Savvy participants could exploit procedural nuances to delay progress or dominate debates.
  • Rigidity: Strict adherence may hinder creativity in less formal settings.
Getting Started with Robert’s Rules

If you’re new to parliamentary procedures and asking what are Robert’s Rules, know that a wide range of organizations including non-profits, corporate boards, and government bodies successfully use them to foster transparency around their public decision-making. Whether a small community meeting or a multinational boardroom uses Robert’s Rules, they help organizations lead with confidence and collaboration and provide a structure to navigate complex issues and diverse opinions.

For those new to Robert’s Rules, mastery lies in building foundational knowledge and practical experience:

  1. Understand Core Procedures: Familiarize yourself with motions, voting processes, and meeting roles.
  2. Keep Resources Accessible: The 12th Edition of Robert’s Rules of Order Newly Revised is the definitive guide to the question of what are Robert’s Rules.
  3. Start Small: Practice in informal settings to build confidence in applying the rules.
  4. Don’t Be Intimidated By Jargon: Smaller boards (e.g., up to 10 members) with a casual style do not always need to use all Robert’s formal terminology. Small bodies can follow the principles without using all the lingo.  
  5. Seek Expert Guidance: Organizations like the National Association of Parliamentarians offer resources and training for deeper understanding.

The next time your meeting teeters on the brink of chaos, remember: structure, fairness, and clarity are just a motion away.

Bolstering Your Board: Tips for Supporting Nonprofit Boards

Posted on by Wendu Ejim

Bolstering Your Board: Tips for Supporting Nonprofit Boards

Posted on by Wendu Ejim

In the realm of nonprofit leadership, addressing the intricacies of board dynamics is essential. Nonprofit boards encounter a spectrum of challenges, from recruitment hurdles to strategic misalignments between boards and staff, and other pitfalls that can impede organizational growth. 

Navigating these challenges requires a strategic approach to achieve effective board governance.

In this power-packed webinar, Matt McEwan of Minutes Solutions, Jill Krumholz of RealHR Solutions, and Barbara O’Reilly of Windmill Hill unravel the complexities of nonprofit board management. They share valuable insights on building strong relationships, strategic planning, fostering collaboration and a culture of open communication, as well as leveraging technology for effective board support.

This webinar is not just a discussion; it’s a roadmap for nonprofits to overcome hurdles, enhance board effectiveness, and, ultimately, drive impactful change. Whether you’re a seasoned nonprofit professional or just starting, the insights shared by the panelists offer actionable strategies to elevate your organization. 

To access the full webinar, simply follow the link provided.

Watch Here

Minutes Solutions Inc.

Minutes Solutions is your trusted ally, dedicated to enhancing the efficiency and accountability of nonprofit organizations. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for nonprofit boards across various fields. Since 2014, the company has provided minute taking services for over 45,000 meetings for more than 3,000 organizations across North America. Its cohort of over 125 professionally trained minute takers in Canada and the U.S. undergoes rigorous training in industry best practices. This commitment ensures that nonprofit boards can streamline their administrative processes, allowing them to focus on their core mission.

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

Can Radical Transparency Work for Associations?

Posted on by Matt McEwan

A can’t-miss session at the 2023 CSAE Annual Conference in Montreal

Speaker
Matt McEwan
VP, Sales & Marketing – Minutes Solutions Inc.

Date
November 10, 2023, at 11:15 a.m. – 12:15 p.m. 

Room
Rue McGill

As the Canadian Society of Association Executives (CSAE) annual conference in Montreal draws closer, we’re excited to spotlight a compelling session on our agenda, put on by our own Matt McEwan: “Can Radical Transparency Work for Associations?”

With the continuous evolution of digital technology and the growing demand for accountability in the corporate world, the concept of radical transparency has become a hot topic of discussion. But can such an audacious idea find a home in the world of associations?

Imagine a world where employees and members of your association are privy to the core of its operations – from staff salaries to daily communications. At first glance, it may sound chaotic, perhaps even a bit alarming. But dive deeper, and a vast sea of possibilities emerges from such openness.

Radical Transparency: A Boon or a Bane?

This question forms the essence of this session. It’s not just about exposing the underlying mechanics of your association. It’s about questioning the traditional norms, exploring the uncharted territories of management philosophy, and gauging the effects of such transparency on collaboration, trust, employee satisfaction, and overall operational efficiency.

What if lifting the curtains on your association’s strategic objectives and financial metrics leads to greater member engagement? What if it results in unbiased, clear-cut communication that enhances collaboration and accountability? On the flip side, are there dangers of discontentment, insecurity, or even exploitation?

Real-World Case Studies and Critical Analysis

The session will not just remain confined to theoretical musings. Be prepared to journey through the history of this concept as we uncover real-world examples of organizations that embraced radical transparency in its different forms. Learn from their success stories, understand the challenges they faced, and draw valuable lessons that can be applied to the unique landscape of associations.

While the benefits of radical transparency, like improved trust and reduced biases, might be evident, the potential risks and pitfalls, especially in the context of associations, need to be addressed critically.

Why Attend This Session?

For association leaders looking to innovate, enhance member trust, and create a more inclusive environment, understanding the dynamics of radical transparency is crucial. This session promises to do the following:

  • Provide a balanced perspective, weighing the pros and cons.
  • Equip attendees with actionable insights and strategies.
  • Foster interactive discussions, allowing leaders to share their apprehensions and aspirations.

Whether you’re contemplating introducing radical transparency in your association, or you’re simply intrigued by the concept, this session will offer a spectrum of insights and information. It will empower you to make informed decisions about how transparent your association should be and how to navigate the complexities that come with such a decision.

Add It to Your Calendar!

Montreal’s vibrant energy coupled with CSAE’s promise of enriching content makes this conference an unmissable event. “Can Radical Transparency Work for Associations?” is bound to be a highlight, so make sure you mark it on your itinerary.

We’re ready to challenge, inspire, and most importantly, engage with all association enthusiasts. 
Are you?

Session Information
national preparedness month graphic

Strengthening Community Resilience Through Effective Governance

Posted on by Wendu Ejim

Strengthening Community Resilience Through Effective Governance

Posted on by Wendu Ejim

September ushers in National Preparedness Month, making it a perfect time for community associations to reinforce their governance structures in anticipation of inevitable challenges. This blog post explores the significance of preparedness from a governance perspective, highlights the critical role of record keeping, and offers insights on effectively using National Preparedness Month as an impetus for action.

The Imperative of Preparedness for Community Resilience

Preparedness isn’t merely a luxury; it’s a fundamental necessity. Whether grappling with natural disasters, public health emergencies, financial turbulence, or legal complexities, community associations must adopt a proactive approach to governance. Associations play a pivotal role in managing disasters and emergencies within their communities, and preparedness is the linchpin for smoother decision-making, response, and recovery during adversity.

How Minutes Can Help Your Organization

Accurate and detailed minutes are the foundation of good governance. They provide a historical record of meetings, decisions, and actions taken. During crises, minutes become invaluable for tracking resource allocation, understanding past decisions, and maintaining transparency. Well-maintained minutes act as a compass to navigate uncertainty.

National Preparedness Month and Your Community

National Preparedness Month serves as an annual reminder to evaluate and strengthen your association’s readiness. It provides an opportunity to scrutinize emergency plans, identify vulnerabilities, and refine procedures. Community associations can leverage this month to engage their members in preparedness activities and educate them about their roles in emergencies.

Crafting a Robust Emergency Plan and Its Components

During an emergency, community associations are responsible for disseminating crucial information to residents, coordinating emergency services, and facilitating community recovery efforts, among other responsibilities. An emergency plan outlines the organization’s response to various crises. It encompasses the following:

  • Clear communication protocols
  • Well-thought-out evacuation plans
  • Strategic resource allocation strategies
  • Contact information for key stakeholders
  • Defined roles and responsibilities for board members, community managers, and residents
  • Procedures for assessing and addressing property damage

When creating the plan, consider the specific risks your community faces, whether it’s hurricanes, wildfires, or flooding. Customize your emergency plan to address these unique risks and ensure that it undergoes regular reviews and updates to remain effective.

The Value of Professional Minute Taking

Professional minute-taking services, such as Minutes Solutions, are invaluable allies on the path to preparedness. They guarantee meticulous documentation of all critical governance discussions and decisions, reducing the risk of misunderstandings or disputes during crises. At Minutes Solutions, we understand the unique challenges facing condominiums and homeowner associations (HOAs). Partnering with our team of expert minute takers allows you to focus on strategic planning and effective response, empowering you to lead your community with unwavering confidence and resilience.

Together, let’s build more robust, resilient communities.

The Evolving Role of Governance in Asset Management

Posted on by Wendu Ejim

The Evolving Role of Governance in Asset Management

Posted on by Wendu Ejim

The asset management industry, with its multifaceted operational dynamics and the sheer volume of financial transactions, has long been under the microscope of various stakeholders. And at the center of it all lies governance. It’s a term that has grown and evolved, reflecting shifts in industry standards, regulatory changes, and global economic paradigms. Let’s delve into how the role of governance in asset management has changed over the years, the catalysts driving these shifts, and the direction it’s taking as we chart a course into the future.

1. Governance Then and Now

Traditionally, governance in asset management was largely perceived as a mechanism for oversight and control. The primary objective was to prevent impropriety and ensure legal compliance. Today, while these elements remain crucial, governance has broadened to encompass facets such as ethical investment decisions, stakeholder engagement, transparency, and the integration of environmental, social, and governance (ESG) factors.

2. Drivers of Change

Several factors have reshaped governance in the asset management industry:

  • Regulatory Evolution: Post-financial crisis regulations, such as the Dodd-Frank Act in the U.S. and MiFID II in Europe, have ramped up requirements, emphasizing transparency, client protection, and risk management.
  • Stakeholder Expectations: The modern investor is more informed and demands greater transparency and accountability. Institutional investors, in particular, have emphasized the need for robust governance structures. Many firms now rely on professional minute-taking services to help manage their significant minute-taking needs and provide the transparency and communication their stakeholders have come to expect.
  • The Rise of ESG: The global momentum towards responsible investing has made ESG factors central to governance. Asset managers are increasingly held accountable not just for financial returns but also for their broader impact on society and the environment.
  • Technological Advancements: Digital transformation has brought about tools that enable more stringent oversight, better risk assessment, and proactive fraud detection.

3. The Future Landscape of Governance

The trajectory of governance in asset management suggests a few key trends for the future:

  • Greater Integration of ESG: With increased global emphasis on sustainability, ESG considerations will become even more integrated into investment decisions and portfolio management.
  • Enhanced Stakeholder Engagement: Asset managers will likely adopt more proactive approaches to engage with stakeholders, using platforms and channels that facilitate two-way communication.
  • Tech-Driven Governance: As technology continues to advance, AI and machine learning will play a more significant role in predictive risk analysis, fraud detection, and even in guiding ethical investment decisions.
  • Global Harmonization: As asset managers operate in an increasingly globalized world, there will be a move towards harmonizing governance standards across borders to facilitate smoother cross-border transactions and collaborations.

Conclusion

Governance in the asset management industry is not a static entity; it’s dynamic, reflecting the complex interplay of global events, stakeholder expectations, and technological advancements. For industry professionals, understanding these shifts is not just about compliance; it’s about steering their organizations toward a future that’s resilient, ethical, and positioned for long-term success.

As the realm of asset management continues to grow in complexity, robust governance becomes not just a back-office function but a strategic imperative, shaping decisions and defining the very ethos of the institution.

How Professional Minute-Taking Can Help

As governance in the asset management industry evolves, there’s an amplified need for precise, reliable, and seasoned minute-taking services. As the global leader in professional minute-taking, Minutes Solutions offers unmatched support for firms navigating this dynamic landscape. Our expansive team of meticulously trained minute-takers and editors equips us to manage the high volume of meetings that asset managers and financial service firms often conduct. Given our industry-specific experience, our team excels in documenting technical subject matter with clarity and precision. As governance protocols continually shift, partnering with Minutes Solutions ensures unwavering integrity and accuracy in your records.

Why Minute Taking is So Vital for Professional Associations

Posted on by Matt McEwan

Why Minute Taking is So Vital for Professional Associations

Posted on by Matt McEwan

In the world of professional associations, effective governance, transparency, and accountability are the cornerstones of success. As decision-makers, these organizations are entrusted with shaping policies, charting ambitious goals, and ensuring the collective voice of their members is heard. Amidst this dynamic landscape, one essential practice stands out as a powerful catalyst for progress – minute taking. In this digital age, where information flows at unprecedented speeds, minute taking may appear as a traditional practice. However, as we shall discover, it is far from obsolete; rather, it serves as a steadfast guardian of institutional memory and a key driver of effective leadership.

Why minute taking is imperative to any professional association:

1. Legal Compliance and Risk Mitigation:

– Accurate and comprehensive meeting minutes serve as legally binding documentation of decisions made within the association.

– By maintaining detailed records, professional associations demonstrate compliance with laws and regulations, reducing the risk of legal disputes or challenges.

2. Transparent Decision-Making and Accountability:

– Well-documented minutes provide a transparent account of discussions and decisions made during meetings, ensuring accountability among association members and leaders.

– Members can refer back to previous minutes to understand the rationale behind decisions and hold leaders responsible for their actions.

3. Continuity and Succession Planning:

– As leadership roles rotate within the association, meeting minutes become vital resources for new leaders to understand past discussions, decisions, and ongoing initiatives.

– Minutes facilitate smooth transitions and effective succession planning, ensuring the association’s objectives remain on track.

4. Communication with Members:

– Meeting minutes serve as concise and easily accessible updates on important matters and decisions for members who were unable to attend meetings.

– This enhances member engagement by keeping them informed and involved in association activities.

5. Evidence for Grant Applications and Fundraising:

– Clear and well-documented minutes demonstrate responsible management, strengthening the association’s credibility when applying for grants or seeking fundraising opportunities.

– Potential donors and funding agencies appreciate organizations that maintain transparent records, enhancing the association’s chances of securing financial support.

Conclusion

Minute taking plays a vital role in the success and sustainability of professional associations. By maintaining detailed and accurate records, these organizations ensure legal compliance, transparent decision-making, and accountability among members and leaders. Meeting minutes facilitate effective communication with members, support succession planning, and strengthen the association’s position when seeking grants or fundraising opportunities. Moreover, they serve as valuable evidence in legal situations and prevent misunderstandings or conflicts, fostering a cooperative and engaged association community. As a fundamental practice, minute-taking cements the foundation for strong governance and efficient operations within professional associations.

Minutes Solutions Inc.

Minutes Solutions takes the minutes for CSAE boards and committees. As a professional third-party minute taking company, Minutes Solutions provides prompt, accurate, and objective minutes for associations in every field. Since 2014, the company has provided minute taking services for over 50,000 meetings for more than 4,000 organizations across North America. Its cohort of over 150 professionally trained minute takers in the U.S. and Canada undergoes rigorous training in industry best practices that help make association meetings more effective and allow staff to focus on the meeting and what they do best.

DC Condo Act

DC Condo Act: A Guide for Community Managers

Posted on by Matt McEwan

DC Condo Act: A Guide for Community Managers

Posted on by Matt McEwan

Anyone who has worked with community managers understands how demanding and multifaceted their jobs are. In addition to managing capital projects, budgets, and the wide range of tasks and requests they encounter at any given community, the managers also need to stay on top of the various legal requirements outlined in the DC Condo Act. Here, we break down the essentials of this Act to support community managers in creating thriving, legally compliant communities.

What is the DC Condo Act?

The DC Condo Act, formally known as the Condominium Act of 1976, is the legal backbone of condominium governance in Washington, DC. For community managers, understanding the DC Condo Act means more than just following rules – it’s about creating an environment where compliance translates to community satisfaction and efficient operations. By staying informed about these regulations, you can better support the unique needs of your community and handle daily responsibilities with confidence.

1. Understanding Your Responsibilities Toward Unit Owners
Unit owners trust community managers to ensure that their rights and responsibilities, as set out in the DC Condo Act, are upheld. These rights include the ability to occupy and enjoy their unit, participate in key decisions, and access common areas. You enforce these rights by fostering a respectful, inclusive atmosphere while managing and enforcing the community’s rules. Balancing these responsibilities can create a positive experience for all residents, enhancing overall satisfaction and trust.

2. Supporting Transparent Leadership: Condo Association Governance
One of the primary objectives of the DC Condo Act is to establish strong, transparent governance through the condo association. Community managers are instrumental in achieving this goal. You may be tasked with supporting board meetings, managing financial records, and assisting with various operational matters, all of which contribute to a well-run community. Although the DC Condo Act doesn’t mandate specific minute-taking requirements, thorough documentation and accurate records can go a long way in fostering transparency and keeping all parties informed. Detailed, objective minutes create a reliable point of reference that builds trust among board members and unit owners alike.

3. Handling Disputes and Ensuring Compliance
Disputes are inevitable, but the DC Condo Act provides tools to address them constructively. As a community manager, familiarity with these provisions helps you guide owners and board members toward resolution. Alternative methods like mediation or arbitration are often effective in preserving relationships and promoting harmonious living. When legal action is necessary, understanding the Act’s guidelines enables you to offer informed support to those involved, helping them pursue appropriate remedies within the framework of the law.

Staying Informed: The Key to Adaptable Management
The legal landscape is always evolving, and the DC Condo Act is no exception. Keeping up with legislative updates ensures you can lead within the latest legal framework. Attending relevant seminars, consulting legal professionals, or participating in industry workshops can help you stay informed, enabling you to make well-rounded decisions for your community. Proactive legal knowledge reinforces your ability to manage effectively, ultimately benefiting all residents.

Conclusion
For community managers, a strong grasp of the DC Condo Act is an essential foundation for creating and maintaining a compliant, supportive community environment. Familiarity with the Act’s requirements enables you to guide your community within the framework of DC law, enhancing daily operations and reinforcing resident confidence.

(Note: Always consult the DC Condo Act directly and seek professional legal advice to ensure full compliance and accurate interpretation of condominium laws.)

About Minutes Solutions

Minutes Solutions is a professional third-party minute-taking company committed to producing prompt, accurate, and objective records for community associations. Since 2014, Minutes Solutions has served over 4,000 communities and organizations across North America, providing comprehensive minute-taking services for more than 50,000 meetings. Our team of over 150 trained minute takers across the U.S. and Canada brings industry best practices to every meeting, helping communities document decisions and instill confidence in residents, enabling community managers to focus on their primary responsibilities.

If You’re on Time, You’re Already Late

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If You’re on Time, You’re Already Late

Posted on by admin

Ever rushed into a meeting in the nick of time and pretended to have your bearings, even though your mind was racing to catch up? The meeting starts, but wait, you haven’t opened your template or pulled up your agenda! Your laptop isn’t plugged in and you didn’t have a moment to learn everyone’s names. You manage to focus after about 10 minutes, but by then you’ve likely missed a piece or two of critical information. Later, when you’re editing, you’re spending twice the time you normally would combing through the recording (if you had time to set up your recording device at all!)

Who hasn’t had a boss turn the phrase, “If you’re on time you’re already late”? In the world of minute taking, where motions can signify the movement of massive dollar amounts, this certainly holds true. Being late affects you in several ways:

You look unprofessional

Being on time “gives others insight into how you view them and yourself.” — cydcor.com

In the professional world, meetings begin at the proposed start time. Period. When building a professional relationship, employers may not want to work with you again if they think there is even a possibility you will be consistently late. Tardiness can make it seem like you don’t take yourself, or your profession, seriously.

There is no excuse

In the modern world, there are many technologies that help us to be on time. Between transit tracking apps and maps, we have several different ways to move through the city. If there is a personal or family emergency, be honest and communicative. Everyone knows you’ve got a cellphone, so use it.

Lateness causes stress

Being late does not just stress out your employer, who is counting on you to deliver a professional document that begins with the start of the meeting, the call to order. A survey of 2,000 adults by natural health company A.Vogel found that 81% said “being late is the No. 1 cause of [my] stress.” We don’t like to be late, so why do we do it? It just might be that those habits seem impossible to break.

How to Break the Tardiness Cycle

Being late will continue to affect your job performance until you take steps to improve your habits. Here are some simple adjustments to get yourself on track:

  • Plan for trouble: Always add 25% to your estimated travel time.
  • Pack your bag well before you have to leave: God forbid you end up without the materials or technology you need when important information is at stake.
  • Use tech: There are several time-tracking apps you can download on your phone to log your actions and learn how long typical tasks take to complete.
  • Trick your calendar: Schedule events in your calendar for 10 minutes earlier than they actually take place so your reminder comes a little early.

 

It may feel hard to change when you’re used to relying on the fastest travel times or trying to squeeze in one more email before you head to work, but with persistence, your efforts will be noticed and appreciated by employers and colleagues alike.

 

The Importance of a Good Agenda

Posted on by admin

The Importance of a Good Agenda

Posted on by admin

Ever been in a meeting that was called about a certain topic, only to find that some completely irrelevant tangent ends up dominating the discussion?

A critical tool for keeping a meeting productive and on track is the often-underestimated agenda. Preparation is key to crafting a clear, defined road map that sets the framework for an efficient and functional meeting, even if the dynamic isn’t particularly harmonious.

If a board doesn’t use an agenda for its meeting, or relies on one that isn’t well thought out, it can end up having a wide-ranging, aimless discussion that achieves nothing.

The following steps show how to craft a good agenda that will mitigate redundant conversations and poor time management in meetings and ensure the group gets to the point quickly and stays focused.

1. Define the goal

Before putting down the first agenda item, answer this question: “What do we want to accomplish at this meeting?”

The person drafting the agenda should understand the priority of each topic to be discussed and develop a hierarchy of points that need to be covered to build a strong skeleton for the meeting. Reviewing the previous minutes in advance is a good practice as there may be subjects that are carried over from one meeting to the next. This gives the agenda a clear direction.

2. Everything has its time

In an ideal world, every topic can be discussed effectively during a meeting. The reality is: the longer the meeting, the greater the chance of attendees losing focus. Pick subjects for the agenda that require planning or action soon, not far down the road. For example, a discussion about snow removal next winter might not get on the agenda for a May meeting, whereas cleaning a parking garage or outdoor pool maintenance should make it on if decisions are required more imminently.

Suggesting a time limit beside each topic reminds participants they must keep their comments concise and relevant in order for the meeting to adjourn on time.

3. Drafting the agenda

When actually writing the agenda, topics should be outlined clearly and succinctly and can be listed in order of priority. Much like a concise resume, an agenda should be no more than one page. This sets the tone for the meeting — too many topics from the get-go can seem overwhelming.

Of course, there are standard items that should be on every agenda, such as:

  • Who the meeting is for (organization name)
  • Date/time/location
  • Call to order
  • Approval of agenda
  • Date/time of next meeting
  • Termination

The content between these headings is what is most important in creating an agenda that will deliver the desired outcome of a board meeting. For example, if one objective is to review the manager’s report, then “Management Report Review” should be one of the headings, with subtopics below. Subtopics act as an agenda within an agenda and add clarity and direction.

A good agenda is futile if nobody enforces it. The meeting chair should use the agenda as a roadmap and, if conversations stray off-topic, it is the chair’s duty to get everyone back on track. Long meetings can be costly and ineffective, and an agenda can act as the first checkpoint to ensure meetings stay on course.

The goal of a meeting is to reach outcomes and decide tasks or next steps. With a good agenda and someone to enforce it, the meeting has a much better chance of being efficient and successful.