Medical Research Council
World Health Organization
Health Systems Trust
2011-2012 Education Sector HIV and AIDS: Global Progress Survey- Progression, Regression or Stagnation?UNAIDS
The Global Forum on MSM & HIV (MSMGF)
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.
What can be done to prepare for meetings?
WE CAN: ensure that the appropriate people are invited with adequate notice,and that all conditions are conducive to productivity
|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|