Meetings and Minutes - Making them more effective

The minutes (records) of meetings are vital management tools. They are the official record of proceedings, serving also as the legal record, and provide reference material for all. Clear and correct minutes, distributed on time, are thus as important as the meetings themselves!

The need for a guide for Chairpersons, minute takers and meeting participants arose from work done in a number of health districts. This Guide is intended as a contribution to making meetings as effective and efficient as possible and ensuring high quality minutes.

	Clearly identify the purpose of the meeting
	Identify the Chairperson beforehand
	Identify and invite the participants who can add most value
	Decide on the best date and time checking with the participants if possible
	Decide on the duration of the meeting (starting and stopping times)
	Identify and book the most appropriate venue
	Communicate all this information to members in good time (i.e. early enough to ensure all can attend) and have them acknowledge receipt thereof
	Set the agenda and circulate timeously at least 4-5 days before the meeting. (Avoid distributing a standardised agenda with the previous minutes it limits adequate preparation for the meeting.)

	Circulate pre-meeting reading with the agenda
	Identify a minute taker/scribe
	Arrange, in advance, logistic requirements paper /pens /flipchart and paper /overhead projector /name labels /sufficient chairs /fans /heaters /refreshments (if availa