Lesson 4 Written Communication Materials for the Workplace

“I remind myself every morning: Nothing I say this day will teach me anything. So if I’m
going to learn, I must do it by listening.”
- Larry King

I. Minutes of the Meeting

Minutes are written or recorded documentation that is used to inform attendees and
non-attendees about what was discussed and what happened during a meeting. The meeting
minutes are generally taken or recorded by a note taker/minute taker during the meeting.

Who is the note taker/minute taker?

a. An employee who takes the meeting minutes, he or she is usually a member of the
team and takes the notes while participating in the meeting.
b. The note take must have an ear for details to record accurately. He or she must also
multi-task effectively to participate in the meeting while recording the minutes.

What does a minute taker need?

1. Concise notes
2. Informative notes

Elements of Meetings Minutes

1. Heading
2. Attendees
3. Approval of previous minutes
4. Action items
5. Announcement
6. Next meeting Details
7. Sign off signature

A meeting is a status arena. Members converge to check on the many things that
concern the development most importantly of their business. Once issues are resolved, it would
be easier for any organization or group to proceed with plans.
It is definitely a waste of time, money and effort if people attending are not aware of the
strategies that contribute to a meeting’s success. More accomplishments are gained if
constituents are determined to learn the basics in conducting a meeting.

INFO Corner Meetings

A meeting is a group communication in action around a defined agenda, at a set time, for an
established duration. Meetings can be effective, ineffective, or a complete waste of time. If time
is money and effectiveness and efficiency are your goals, then if you arrange a meeting, lead a
meeting or participate in one, you want it to be worth your time.

Strategies for Effective Meetings

You want an efficient and effective meeting, but recognize that group communication by
definition can be chaotic and unpredictable. To stay on track, consider the following strategies:
 • Send out the last meeting’s minutes one week before the next meeting.
• Send out the agenda for the current meeting at least one week in advance.
• Send out reminders for the meeting the day before and the day of the meeting.
• Schedule the meeting in Outlook or a similar program so everyone receives a
reminder.
• Start and end your meetings on time.
• Make sure the participants know their role and requirements prior to the meeting. 
Make sure all participants know one another before discussion starts.
• Formal communication styles and reference to the agenda can help reinforce the
time frame and tasks.
• Follow Robert’s Rules of Order when applicable, or at least be familiar with them.
• Make sure notes taken at the meeting are legible and can be converted to minutes
for distribution letter.
• Keep the discussion on track, and if you are the chair, or leader of a meeting, don’t
hesitate to restate a point to interject and redirect the attention back to the next
agenda point.
• Communicate your respect and appreciation for everyone’s time and effort.
• Clearly communicate the time, date, and location or means of contact for the next
meeting.

Task #42

I. Create a sample agenda for business meeting on a topic your

choice.
Decide on what information is needed and what position might normally be expected to
produce that information.
(Take note for additional inputs, please research on the sample agenda for
business meeting and follow the formats based on your choice )