To : All
Subject: Making and submission of minutes whenever there is a meeting
What: Making and submission of minutes CORRECTLYof after every meeting
a reminder AND THAT WHICH IS OTAC (On time and complete
Who: The lead discussant, the leader, the CMO manager, the participant
When: After every meeting - within 24 hours after the meeting/event
Why : (Objectives)
1. The first step towards achievement is commitment. WRITING THIS DOWN
Unwritten discussion tends to be forgotten in a matter of days. Writing it down
develops permanence and nearness to reality, the discussion having been
pegged down in black and white and in paper
2. It serves as evidence in case of confusion and conflict
3. It is a tool for communication. Minutes of the meeting can be distributed to
members as a reminder,, an action plan for the team
4. It is discipline, a good habit and develops the following:
1 Listening intently
2/ Attention management
3/ Being detailed and being inclusive (as it is being found out, many have
selective attention and memory
5/ It is a must that everys good manager and staff is an expert in listening and
record keeping (taking minutes)
Reality:
1. We have difficulty in getting minutes submission; submitting at all if not
wishy washy
2/ As such we have difficulty in execution and sticking to standards.
3/ Possible causes:
1/ Insubordination (does not want to comply
2. Negligence (failed to do)
3/ :Lacking in hard work habit
Action plan
1. Submit minutes after every telecon/conference (within 24 hours)
2/ Follow correct format:
1/ Title
2. Who are in attendance
3. Agenda
4. Details of discussion: who what, agreement, disagreement,, questions
5. Action plan:
1. What is being asked to be done - clarify
2. Relation to what you know
3. 5w and 1H what where, when, why what, and how - to do this and how much
The 6 is the reflection part.
PLEASE RRURAC AND LET US BE BETTER IN 2021 - leaders, staff, organization
Read and comply
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