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The Itility way

Minutes and Meetings webinar

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Analyse the participants

What are their strenghts & weaknesses?

What is your influence to reach your goal?

How can other participants react?

Strengts & weaknesses

Define a strategy to reach your goal

What moves can you make to reach your goal?

Be prepared of what others might say

You may need to make some sacrifises

Strategy

A meeting without a goal, agenda and minutes is a waste of time!

Meetings and Minutes.. How?

Goal

Define the goal of the meeting

Make decisions

Share information

Gain information

Brainstorm

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An agenda

Minutes

A Goal

Meetings always have

Time is money!

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Organize

Agenda

Be prepared

Attend

Invite participants, make room reservations

Create and distribute the agenda

Execute previous actions, check updates

Bring necessary documents, your laptop or a notebook

Minutes

Write and distribute

Be on time

Speak

Write down

Write down, even if you're not responsible writing the minutes

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How to do it right?

Record decisions

Use Itility or customer templates

Why do we write minutes?

Two types of minutes

Informal, internal meetings:

Track decisions and action points

Send per e-mail or Basecamp

Formal meetings, meetings with customer:

General information (name, location, list of participants)

Content (agenda, open actions, decisions)

Send in template / document

Keep track of actions

Inform absent stakeholdes and participants

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Meeting Minutes Light

Meeting Minutes Formal

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Meeting Minutes Light

Meeting Minutes Light:

D = Decision

AP = Action Point

NM = Next Meeting

How to use it:

//D ([ddmmyy]): [Decision]

//AP ([NAME], [ddmmyy]): [Action point]
//AP ([NAME], [NM]): [Action point]

For example:

Hi Peter,

A quick summary of what we discussed this morning:

D = Decision

AP = Action Point

NM = Next Meeting

Decisions:
//D (180216): Continue the review process used in previous prints
//D (180216): Include Peter as reviewer in upcoming sprint 3 (March)

Action Points:
//AP (LVER, 180216): Send Peter current catalog items (PPT)

Next meeting:
//AP (LVER, 310316): Discuss outcome sprint 3

Kind regards,

Linda

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Why do we write minutes?

Meeting Minutes Formal

Meeting Minutes Formal contain:

D = Decision 

A0401 = Action Point number 4 of week 1 

LVER = Initials of the person who has to do the action

180216 = Due date

Status = New, open or closed

How to use Actions:

No. Actions Owner Due Date

A0401 Reboot Server A ABCD 180216

A0501 Update security patches on cluser C DEFG 200216

A0502 Deliver Server D with configuration Y HIJK 210216

A0601 Upgrade all servers of department X LMNO 040316

How to use Decisions:

No. Date Decision

D0401 180216 Use runbook X with every reinstall to prevent incidents
D0401 180216 Extend office hours from 7 am till 7 pm

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Do's and don'ts

Proper templates

Core message

Be consistent

Write concisely and clearly

Double check (double spaces, capitals, spell checker etc.)

Be objective

Read it over

Review from PM or colleague

Write and send the minutes a.s.a.p. after meeting

Write: "He said this", "she said that"

Neglect spell checker

Vary in design (font, bullets, symbols)

Inproper numbering (e.g., 1,2,4,5,8, etc.)

Too many words

Switch randomly between names and initials

Send the minutes days after meeting

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Support

support.itility.nl

End of webinar

For more information, check:

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