Agenda, Notes and Minutes of the meeting

 5. Agenda, Notes and Minutes of the meeting

1 What Is an Agenda?

An agenda is a plan for a meeting that outlines topics to be discussed, while minutes are the official written record of what was discussed, decided, and auctioned. An agenda is a list of activities to be done in an ordered sequence. In meetings, business agenda refers to the activities and topics that need to be discussed or performed at a particular time or the things to achieve during a meeting. The agenda is also used to determine the goal of a meeting.

Agendas are the documents that give those attending meetings prior notice of what is being discussed. Agendas also give all the relevant details of when and where the meetings take place and who attends. Normally they have reports attached.

The main purpose of an agenda is to give the participants a clear understanding of the meeting or subject at hand and logically guide the participants with the whole process. It also makes the participant be familiarized with the topics to be discussed.

Meeting Agenda

1.   Purpose: To structure the meeting and set expectations for attendees before the meeting takes place.

2.   Timing: Created and distributed before the meeting.

3.   Content:

4.   Meeting purpose

5.   Date, time, and location

6.   Names of attendees and absentees

7.   List of topics and activities to be discussed

8.   Time allocated for each topic

9.   Who will lead each discussion item 

 What Should Be Included on an Agenda?

Almost all business follows a similar format of an agenda to run their meeting effectively and ensure that it stays on time. To make your meeting as effective as them, include these things in your agenda

1.          The title of the agenda. The titles are important in any agenda example as it can be used as identification.

2.          The objective of the meeting. The objective of the meeting should also be included in the meeting to remind the participants about what the meeting is all about and what it hopes to achieve.

3.          The topics and/or activities. The agenda should list all the topics or activities to be addressed in a meeting.

4.          The time allocation. Every topic and/or activities must have a time allocation so that it will be followed accordingly.

5.          Call to action. The agenda should have a call to action that signifies the start and end of the meeting.

Easy Steps to Writing an Agenda

1.          Write the title of the agenda.

2.          Followed by a who, when, and where information.

3.          Write an overview of the meeting.

4.          Outline the topics and/or activities and give a sufficient allotted time.

5.          Add extra instructions.

6.          Check for errors.

2 Meeting notes

What are meeting notes?

Meeting notes are personal, informal records of discussions, while meeting minutes are formal, official documents that serve as a record of key decisions, actions, and attendees for an entire group. Both contain information like attendance, decisions, and action items, but minutes are structured for official purposes and often include a specific template, while notes can be more flexible and personal. 

Meeting notes are special type of notes which are compiled at meetings by an appointed note-taker. The note taker could be a professional, or they could be one of the attendees who has been assigned the task for that meeting. They provide a written report about the meeting, which includes the place, date and time of the meeting, the purpose of the meeting, who attended the meeting and a list of the things which were discussed at the meeting.

 What are meeting notes like?

Meeting Notes are like an incredibly accurate diary entry, which everyone is able to read. Participants in a meeting can look at these notes to help to jog their memory about the events of the last meeting and to get clarification about the points which were discussed therein.

 What is the purpose of meeting notes?

Meeting Notes act as an official record of the debates and decisions which were taken at a meeting. They are recognised as the official version of events, and are ratified as such by the people who attended the meeting. These notes are often distributed to attendees before the next meeting. Certain companies and government bodies are required to keep their meeting notes on file.  

 What’s involved with meeting notes?

Formal meeting notes include

1.          Date, time and location of the meeting.

2.          The purpose of the meeting.

3.          Names of attendees and those who were unable to attend.

4.          Agenda items.

5.          Decisions that were made.

6.          Actions that need to be done. ...

7.          Follow up meeting.

 When the meeting starts, the note-taker is expected to keep a true and accurate record of what transpires during that period. The notes must clearly state the outcome of each point and any actions which are going to be taken. Once the meeting has come to an end, the note taker compiles their notes into a formal document. Once this document is ready, it is approved by the chairperson and circulated amongst those who were in attendance (as well as those who sent apologies for their absence). If there are any problems with the notes that need changing, they can be addressed by the group at the next meeting.

 What terms are used in recording and transferring meeting notes?

Action Points – These are things which a person has been tasked with doing before the nest meeting.
Ratification – The agreement that the notes from the previous meeting are correct.
Amendment – Changing the notes to reflect the correct version of events, if they are wrong

 3 What are meeting minutes?

The "minutes" of "meeting minutes" don't refer to the minute measurement of time, but to the "minute" (my-newt) notes taken during meetings.

Meeting minutes, or mom (for minutes of meeting) can be defined as the written record of everything that's happened during a meeting. They're used to inform people who didn't attend the meeting about what happened, or to keep track of what was decided during the meeting so that you can revisit it and use it to inform future decisions. 

 What should you include when writing meeting minutes?

The five steps that you must include are: 

1. Pre-Planning

2. Record taking - at the meeting

3. Minutes writing or transcribing

4. Distributing or sharing of meeting minutes

5. Filing or storage of minutes for future reference

 1. Pre-planning meeting minutes:

A well-planned meeting helps ensure effective meeting minutes.  If the Chair and the Secretary or minutes-taker work together to ensure the agenda and meeting are well thought out, it makes minute taking much easier. For example, depending on the meeting structure and the tools you use, the minutes-taker could work with the Chair to create a document format that works as an agenda and minutes outline as well.

 What is the agenda of a meeting?

Meeting agenda = outline:

At the very least, it’s important to get a copy of the meeting agenda and use it as a guide or outline for taking notes and preparing the minutes – with the order and numbering of items on the minutes of meeting matching those of the agenda.

In addition, the agenda and/or meeting notice also provides information that will need to be included in the minutes, such as:

Ø   The names of all the meeting attendees, including guests or speakers

Ø   documents that are sent out with the agenda or handed out in the meeting – copies (digital or hard copy) of handouts should be stored with the meeting minutes for future reference and for sharing with those who were unable to attend the meeting (and others as determined by the meeting’s Chair).

 2. What should be included in meeting minutes?

Before you start taking notes, it’s important to understand the type of information you need to record at the meeting. As noted earlier, your organization may have required content and a specific format that you’ll need to follow

 Meeting minutes usually include the following:

1.   Date and time of the meeting

2.   Names of the meeting participants and those unable to attend (e.g., “regrets”)

3.   Acceptance or corrections/amendments to previous meeting minutes

4.   Decisions made about each agenda item, for example:

5.   Actions taken or agreed to be taken

6.   Next steps

7.   Voting outcomes – e.g., (if necessary, details regarding who made motions; who seconded and approved or via show of hands, etc.)

8.   Motions taken or rejected

9.   Items to be held over

10.                      New business

11.                      Next meeting date and time

 Meeting notes vs. meeting minutes

Feature	Meeting Notes	Meeting Minutes
Purpose	Personal reference, informal record of individual thoughts, and to ensure understanding of next steps.	Official record of the meeting for all participants and for legal/compliance purposes.
Formality	Informal and flexible.	Formal and structured, often using a standard template.
Audience	Primarily the note-taker, though they may be shared informally.	All meeting participants and relevant stakeholders.
Content	May be less detailed and focus on individual takeaways.	Includes formal details like date, time, attendees (including absences), motions, voting outcomes, and action items with deadlines.

 

 

 

 

Barriers of Communication

4. Barriers of Communication

Barriers of communication are obstacles that prevent a clear, effective exchange of information between a sender and a receiver. These barriers can cause a message to become distorted, leading to misunderstanding and frustration.

Barriers to communication are obstacles that hinder the accurate and effective exchange of information, including physical barriers (like noise or poor connection), language barriers (different languages or jargon), emotional barriers (fear, lack of trust), cultural differences (misinterpretations of norms), psychological barriers (prejudice, inattention), organizational barriers (complex structures, unclear rules), and perceptual barriers (differences in viewpoints).  

The different types of communication barriers are:

1 Semantic and language barriers

These are misunderstandings arising from the language, words, and symbols used in communication. 

Different meanings for the same word: A word can have multiple interpretations. If the receiver understands a different meaning than the sender intended, it can cause confusion.

Jargon and technical language: Use of specialized technical or industry-specific terms can be a barrier when communicating with someone outside of that field.

Poorly expressed messages: When a message lacks clarity, precision, or uses the wrong words, it can be easily misunderstood.

Faulty translations: In cross-cultural communication, a poorly translated message can completely alter the intended meaning.

Differences in dialect or accent: Variations in how a language is spoken can make it difficult for people to understand each other, even when speaking the same language. 

2 Physical barriers

These are environmental or natural conditions that act as a hindrance to communication. 

Psychological barriers play an important role in interpersonal communication as the state of the mind of the sender or the receiver can make it difficult to understand the information that is conveyed, which often leads to misunderstanding.

Noise: Distracting background sounds, such as loud music or a noisy office, can interfere with hearing and understanding.

Distance: Geographical separation between people makes face-to-face interaction difficult, forcing reliance on other forms of communication that may lack important non-verbal cues.

Faulty equipment: Technical issues like a poor internet connection, a bad microphone, or a failing phone line can disrupt communication.

Distractions: Visual or auditory stimuli that draw attention away from the conversation, such as notifications from a smartphone, can create a barrier. 

Psychological and emotional barriers

These are mental and emotional states that affect a person's ability to communicate effectively. 

Stress and anxiety: A person's emotional state can interfere with their ability to express themselves clearly or to listen effectively.

Lack of attention: Distraction or preoccupation with other issues can cause a person to miss parts of a message. This makes communication one-way and ineffective.

Premature evaluation: The tendency to form a judgment before a message is fully delivered can lead to misinterpretation.

Distrust: A lack of mutual trust between the sender and receiver can cause the receiver to be suspicious and look for hidden meanings in the message.

Filtering: A sender may deliberately withhold or manipulate information to create a more favorable impression. 

3 Cultural and perceptual barriers

These arise from differences in cultural backgrounds, personal experiences, and viewpoints. 

Varying viewpoints: People see and interpret things differently based on their individual experiences, values, and expectations.

Differences in non-verbal communication: Gestures, body language, and eye contact can have different meanings across cultures, leading to misinterpretations.

Stereotypes and biases: Preconceived notions about individuals or groups can distort how messages are received and interpreted.

Cultural norms: Differences in social practices and values can lead to misunderstandings. For example, a difference in how respect is shown can cause offense. 

4 Organizational barriers

These are structural issues within an organization that hinder the free flow of communication. 

Information overload: Receiving an excessive amount of information can overwhelm people and cause them to miss important details.

Complex structure: Too many hierarchical levels can delay or distort messages as they travel up and down the chain of command.

Inflexible rules and policies: Strict protocols and rules can stifle spontaneous communication and feedback.

Status differences: The psychological distance created by differences in rank can make lower-level employees hesitant to communicate with their superiors. 

How to overcome communication barriers

Simplify language: Use clear, simple, and direct language that is appropriate for your audience. Avoid jargon and complex terms.

Be a good listener: Practice active listening by giving the speaker your full attention, asking clarifying questions, and not interrupting.

Seek and provide feedback: Ask for feedback to ensure your message was understood as intended and be open to receiving it constructively.

Choose the right medium: Decide if face-to-face, a phone call, or a written message is the most appropriate channel for the situation.

Be aware of non-verbal cues: Ensure your body language, tone, and facial expressions align with your verbal message to avoid mixed signals.

Promote trust and empathy: Foster a supportive environment where people feel comfortable communicating openly. Try to see things from the other person's perspective.

Handle emotions: Take time to calm down before communicating in high-stress situations. Don't let negative emotions dictate your message.

Confirm clarity: When there is a potential for misunderstanding, clarify the point immediately instead of letting it fester.

Body Language

Body language in communication

Body language is the use of nonverbal signals, such as posture, facial expressions, and gestures, to communicate with others. It affects how others perceive you and is a critical component of communication that can convey moods, feelings, or intentions, even before words are spoken. When your nonverbal cues contradict your verbal message, people are more likely to believe what they see. 

Key components of body language

Facial expressions: Your face is often the most expressive part of your body. Expressions can convey a wide range of emotions, such as joy, sadness, surprise, or anger, and are a key channel of nonverbal communication.

Posture: Your posture communicates your attitude and can suggest your confidence and authority. Adopting an open, confident stance—with feet planted hip-width apart, shoulders relaxed, and arms open—is often seen as positive and can help you feel more assertive. Avoid postures that signal defensiveness or timidity, such as crossed arms or a hunched back.

Eye contact: Maintaining eye contact shows that you are attentive and interested in the conversation. Good eye contact builds trust and establishes a connection with the other person. However, eye contact that is too brief can signal evasiveness, while eye contact that is too prolonged can be uncomfortable.

Gestures: Hand and arm movements add energy to a presentation and can be used to emphasize key points. Use purposeful, open-handed gestures to build rapport and aid audience understanding. Avoid aggressive or repetitive movements, which can be distracting.

Touch: Touch is a powerful form of nonverbal communication, but its meaning is highly dependent on the context and cultural norms. A handshake, a pat on the back, or a hug can communicate a range of messages.

Space (Proxemics): This refers to the physical distance between people and is an important part of nonverbal communication. The appropriate amount of space varies depending on the relationship and situation. 

Reading and interpreting body language

To understand others better, observe their body language by noticing: 

Facial cues: Look for subtle shifts in their expressions, especially around the eyes and mouth.

Facial cues are observable movements of the facial muscles that communicate emotions and intent, with key elements including the eyes, eyebrows, and mouth. Common facial cues relate to basic emotions like happiness (smiling, raised cheeks), sadness (downturned mouth, raised inner eyebrows), anger (narrowed eyes, tightened lips), fear (wide eyes, raised eyebrows), and surprise (dilated pupils, open mouth). Observing these cues helps in nonverbal communication to understand another person's feelings and reactions.  

Posture: A person leaning forward may be engaged, while a person slouching or leaning back could be bored or disengaged.

Gestures: Fidgeting may indicate nervousness, while open-palmed gestures suggest sincerity.

Eye contact: Notice whether they are maintaining eye contact or avoiding it. You can also observe how much they blink. 

Improving your body language

By becoming aware of your nonverbal habits, you can learn to control them and communicate more effectively. 

Maintain open posture: Avoid crossing your arms and keep your body open to appear more receptive and approachable.

Use purposeful movement: Avoid fidgeting or rocking. When presenting, use deliberate movements to transition between ideas and emphasize points.

Control nervous habits: Be mindful of habits like fidgeting, touching your face, or fidgeting with clothing. These can signal anxiety or a lack of confidence.

Practice with awareness: When communicating with others, check in with yourself to notice and adjust your nonverbal communication.

Mirror others' body language: Subtly mirroring a person's posture or gestures can create rapport and build a stronger connection. 

Cultural variations: It's important to remember that the meaning of body language can vary significantly across cultures. For example, a gesture that is polite in one country might be offensive in another. Awareness of these differences is essential for effective cross-cultural communication. 

Types of Communication

Verbal communication

Nonverbal communication

Written communication

Visual communication

Verbal communication

Verbal communication uses spoken language to exchange information and ideas. It is highly effective for conveying messages quickly and is reinforced by nonverbal cues like tone and pace. 

·         Intrapersonal communication: The internal monologue or self-talk that occurs within an individual.

·         Interpersonal communication: A direct, one-on-one exchange between two people, such as a casual conversation.

·         Small group communication: Involves three or more people, such as a team meeting or a group project.

·         Public communication: When one person addresses a large audience, like a keynote speech or a lecture.

·         Mass communication: Involves communicating with a very large and diverse audience through broadcast media, social media, or other mass channels. 

Nonverbal communication

Nonverbal communication transmits messages without words through body language, facial expressions, and other physical cues. It can reinforce, contradict, or substitute for verbal messages and is a powerful way to convey emotion. 

Non-verbal communication refers to the transmission of messages through body language, facial expressions, gestures, posture, and tone of voice. Sometimes, the way we communicate without words is even more powerful than what we say. For instance, a smile or a firm handshake can convey trust and openness.

Facial expressions: Universal signals like smiling, frowning, or widening one's eyes can convey a wide range of emotions like happiness, sadness, and anger, which are often the first nonverbal cues we notice.

Kinesics (Body language and posture): Includes gestures like waving or pointing, posture, and gait. It can signal a person's attitude, confidence, or level of engagement. The way you stand, sit, and move communicates your confidence, mood, and level of engagement.

Gestures: Deliberate hand and body movements that can be used to emphasize a point or substitute for words, like a thumbs-up.

Paralinguistics (vocalics): The non-word aspects of voice, such as pitch, volume, tone, speaking speed, rhythm of your voice, which can drastically alter the meaning of spoken words, the way something is said, can significantly alter the meaning.

Eye contact (oculesics): How and how often you make eye contact can signal interest, confidence, or honesty.

Proxemics (personal space): The physical distance people keep from one another, can communicate intimacy, avoidance, or your social relationship which is influenced by cultural norms and the relationship between individuals.

Haptics (touch): Communication through physical contact, which can express to convey emotions like affection, control, or sympathy, or power. A handshake is a common example in professional settings.

Chronemics (time): The way time is used to communicate messages. For example, a person's punctuality can send a message about their respect for others.

Appearance: How someone presents themselves through clothing, hairstyle, and other external factors, which can create a first impression. 

The Process of Communication:

Understanding the process of communication can help enhance how we share information.

It is a continuous process involving several key components:

Sender: The person who initiates the message.

Message: The information or idea being communicated.

Encoding: The process of converting the message into a format that can be understood, such as words or symbols.

Medium: The method used to send the message (e.g., speaking, writing, digital media).Receiver: The person who receives the message and decodes it.

Feedback: The response from the receiver, indicating that the message was understood.

Noise: Any disruption or barrier in the communication process (e.g., misunderstandings or technical issues).

Written communication

Written communication uses written words to convey a message and provides a permanent record that can be referenced later. This is a common and formal method of communication in business settings. 

Formal writing: Structured and professional, such as business reports, legal contracts, and official letters.

Informal writing: Casual and conversational, like text messages, internal chat messages, and personal notes.

Informational writing: Used to provide information on a specific topic, as found in business reports or academic books.

Instructional writing: Gives directions for performing a task, such as a user manual or a training program.

Persuasive writing: Aims to convince the reader to take a specific action, as seen in marketing proposals or advertisements. 

Visual communication

Visual communication uses images and other graphics to convey ideas and information. It is a highly effective method for simplifying complex data and is often more memorable than text alone. 

Graphic design: The use of logos, brochures, website layouts, and other designs to create a visual identity and convey brand messaging.

Photography: Uses real-life images to tell stories or evoke emotions, often used in marketing and journalism.

Video and animation: Dynamic, moving visuals that can effectively explain complex ideas and capture audience attention, such as explainer videos or tutorials.

Data visualization: Turns data into easily digestible formats like charts, graphs, and infographics to reveal trends and insights.

Signs and symbols: Convey specific messages quickly and universally, such as traffic signs, warning labels, or icons in digital interfaces.