Organizing Meeting Minutes & Persuasion Techniques

Organizing Your Meeting Minutes

• You need to organize and format your meeting minutes to present a clear and concise message.
• During a meeting, keep track of the date, time, participants, and any updates or corrections.
• Document agenda topics, issues raised with speakers, and suggestions with names of contributors.
• Capture the key decisions and outcomes of the meeting.
• Record assigned tasks to individuals, and list any planned future meetings with dates and topics.
• After the meeting, add comments, finalize and distribute the minutes to relevant employees.
• Ensure the meeting minutes are readily available, so they can be referred to for important information.

Persuasion and Communication

• There are four components of a persuasive message. AIDA
• Attention – capture the audience's attention with a concise, relevant, and engaging opening statement.
• Interest – sustain audience attention and convince them of the message’s reasonableness.
• Desire – minimize audience resistance, making them believe your message is desirable and fulfills their needs.
• Action – Encourage the audience to take action by accepting or agreeing with your message.

Communication Challenges in a Global Workplace

• Cultures influence communication, understanding, and interpretation of information, language, body language, and mannerisms.
• Understanding diverse cultural mindsets is crucial for effective communication.
• Conduct research to determine your audience’s existing knowledge about your presentation’s topic.

Email Correspondence

• Use a clear and concise style for important emails.
• Ensure emails are brief, with short paragraphs, and include an introduction and conclusion.

Memo Writing Standards

• Follow the standard memo format, including:
• TO: include each recipient’s name and job title.
• FROM: the name and title of the originator.
• DATE: the date the memo was distributed.
• SUBJECT: a clear and concise statement of the memo's topic.

Fax Cover Sheets

• Use a cover sheet to identify the sender and provide relevant information.
• Include the recipient’s name and relevant information for easy identification.

Signatures for Emails and Other Correspondence

• Customize your signature style to reflect your company and audience.
• Adapt your signature to the formality of the situation.
• Limit signatures to three or four lines of text.
• Include, at minimum, the following in your signature: -Your Name -Title/Position -Company -Phone Number
• Optionally add a professional social media link (LinkedIn, Twitter).
• You can also incorporate a company logo, tagline or website address.

Developing and Presenting Ideas Persuasively

• Attention:

  • Begin your presentation with engaging elements, like:
    • A stimulating question
    • Complimentary remarks
    • Problem statements
    • Relevant statistical facts

• Interest:

  • Reinforce your message with:
    • Advantages and benefits
    • Historical data
    • Expert opinions
    • Relevant examples

• Desire:

  • Address potential objections and address the "what if?" scenarios.
  • Showcase your credibility and expertise with confidence.

This quiz focuses on the essential skills for organizing effective meeting minutes and the techniques of persuasive communication. It covers the key components of documenting minutes, including agendas, tasks, and AIDA principles for crafting persuasive messages. Test your knowledge on how to capture and present information clearly and impactfully.