Virtual Help
- Chat with library staff now
- Contact your library
Study Skills : Meeting with Your Group
Meeting with Your Group: sub-module 1 of 3 of group work
Group meetings are often a big part of group work because they help you work together as a team. This module explains some strategies to help you run effective group meetings, including meeting agendas and meeting notes.
Tips
- Create an agenda of topics covered at each meeting.Planning what you need to cover can help keep your meeting on track and help you remember everything you need to discuss.
- Take notes during the meeting.These notes, known as ‘minutes,’ can help you remember what was decided during meetings. They can also help anyone who missed the meeting catch up.
Tools
Templates:
Tools to Meet Online:
Collaboration tools:
Effective Group Meetings Strategies
Setting a Meeting Agenda
Meeting agendas are a useful way to give your meetings some structure and make sure you talk about everything you need to cover. It also gives group members a chance to prepare for the meeting. Watch the video or read more about how to create a group contract below.
How to Create a Meeting Agenda
All members of the group should tell the person with the role of organizer what they want to talk about in the meeting. The organizer can add these items into the agenda. Use our Group Meeting Agenda Template to complete the following steps:
- Define the Meeting Purpose Start by clearly stating the goal or purpose of the meeting. Knowing why the meeting is being held helps keep discussions focused and relevant.
- List Key Topics to Cover Identify the main topics or issues that need to be discussed during the meeting. These will form the agenda items and guide the flow of the meeting.
- Prioritize Agenda Items Order the topics by importance or logical sequence. Place the most critical or time-sensitive items near the beginning to ensure they get adequate attention.
- Assign Time Limits Estimate how much time should be spent on each agenda item. Setting time limits helps keep the meeting on track and prevents it from running too long.
- Identify Responsible Participants Note who will lead or present each agenda item. This clarifies roles and prepares participants to contribute effectively.
- Include Logistics and Details Add information such as the meeting date, time, location, and how to join if it’s virtual. Providing these details ensures everyone knows when and where to attend.
- Distribute the Agenda in Advance Send the agenda to all participants ahead of time, giving them a chance to prepare. A clear agenda shared early promotes more productive and organized meetings.
Taking Meeting Notes
When you meet with your group, it’s a good idea for one person to take notes of what you discussed and what decisions were made. This type of notes is called meeting minutes. Watch the video or read more about taking meeting minutes below.
How to Take Meeting Minutes
Take minutes for your meeting as the discussion is happening. Use our Group Meeting Minutes Template to complete the following steps:
- Record Meeting Details Begin by filling in important information such as the project name, class, date, location of the meeting, and the name of the note-taker. This helps clearly identify which meeting the minutes belong to and provides essential context for future reference.
- List Attendance Write down the names of all members present at the meeting as well as those who were absent. Keeping track of attendance ensures everyone is informed and accountable for the group’s progress.
- Identify the Discussion Topics Use the column labeled ‘Item’ to note the general topic being discussed, such as brainstorming project ideas. If you prepared an agenda beforehand, you can follow those agenda items as your guide to stay organized.
- Summarize Key Points Under ‘Key Points,’ write a brief summary of what was discussed for each agenda item. For example, list the different project topics proposed or decisions made. This summary captures the essence of the conversation without recording everything verbatim.
- Note Action Items Record any tasks or responsibilities that arise during the discussion. Clearly state who is responsible for each action and what needs to be done, like conducting background research or preparing a draft. This makes it easy for group members to know their next steps.
- Schedule the Next Meeting If the date and time for the next meeting have been set, write them down in the minutes. This keeps everyone on the same page and helps with planning.
- Distribute the Minutes Promptly* After the meeting, send the completed minutes to all group members. Sharing the notes quickly ensures everyone has a record of the discussion and their assigned tasks, which supports ongoing collaboration.
Meeting Online
It's not always possible or convenient to meet with your group members in person. When that is the case, you can meet online. Watch the video to learn strategies for successful online group work. Additionally, check out the list of tools below to find something that works for your group.
Online Meeting tools
Zoom is a video conferencing tool that you can use to meet with your group. Watch the video below to learn more about how to use it. You can also use one of the other meeting tools listed on this page.