Business meetings may be conducted formally or informally, depending on the company and the circumstances. The following guidelines are based on Robert’s Rules of Order.

Taking Minutes

Steps:

1. Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy.

2. Sit beside the chairperson for convenient clarification or help as the meeting proceeds.

3. Write “Minutes of the meeting of (exact association name).”

4. Record the date, time and place of the meeting.

5. Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.

6. Note who arrives late or leaves early so that these people can be briefed on what they missed.

7. Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.

8. Record the motions made and the names of people who originate them.

9. Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion.

10. Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

Tips:You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation. Consult only the chairperson or executive officer, not the attendees, if you have questions. The person taking minutes does not participate in the meeting.

Transcribing Minutes

Steps:

1. Transcribe minutes soon after the meeting, when your memory of the event is still fresh.

2. Follow the format used in previous minutes.

3. Preface resolutions with “RESOLVED, THAT…”

4. Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix.

5. Write “Submitted by” and then sign your name and the date. 6. Place minutes chronologically in a record book.

Tips:Write in a concise, accurate manner, taking care not to include any sort of subjective opinion. No matter what type of minutes you take, focus on capturing and communicating all important actions that took place.

Tips from eHow Users:Handout notes by eHow Friend
I find it very helpful to make notes on the back of my set of handouts. That way, what was discussed about the items on that particular handout is on the back of the actual sheet.

Follow up by eHow Friend
Make sure action items are clearly marked on the notes. When they are disbursed they can serve as reminders for those in attendance.

Do you announce a meeting and find either no one shows up on time, they come with their own agenda, or the meeting goes on and on? If this is true in your case, then worry no more.

Here are six steps to help you develop successful meetings:

1. Establish a realistic and specific objective. Ask yourself, ‘What do I want to accomplish?’ or ‘Why am I calling people together at this time?’

Do I want:

• to solve problem(s). * to inform. * to gain feedback. * to orient.
• to motivate. * to reward. * to buy. * to sell.

Then decide the best mode to accomplish your objective. Ask yourself which best suits your needs:

• a conference with a panel(s) of speakers?
• a half-day workshop? Or a full-day seminar?
• a staff meeting that includes your immediate staff?
• a staff meeting that includes your department or division?
• a staff meeting that includes everyone from all levels of the entire organization?

2. Create a well-developed agenda. Review your agenda before announcing your meeting. Make sure it avoids:

• spending too much time on details technical subjects. (It puts people to sleep and does not communicate with them.)
• failing to specify the starting and ending times. (Employees need to know when to be there, when it is expected to start, and when it is expected to be finished so that they can reschedule their other duties and responsibilities.)
• adding irrelevant topics. (Doing so only lengthens the meeting time and serves to anger people or put them to sleep.)
• having speakers or presenters who are known to ramble. (One of the surest ways to put your audience to sleep is to have a boring meeting with speakers or presenters who talk on and on. This is especially true in cases where the agenda covers technical or scientific material.)
• crowding the agenda with too many subjects. (It is better to have a question and answer period during the meeting than to try to cover everything.

Now review your agenda and make sure you have included:

• a chairperson or Master of Ceremonies to move topics along without rushing the presenters, or allowing them to ramble.
• general logistics before hand, such as restroom locations, break times, and telephone or walk-in interruptions.
• a priority system so that the most important topics or pressing matters are covered first.

3. Assign particular responsibilities. Be sure to select responsible people to carry out the responsibilities of your meeting. Also be sure:

• to match the topics and tasks with competent presenters.
• to give them clear, complete, and specific instructions including assigned time to complete their presentation.
• to gain the concurrence of your key participants.
• to have a clock in clear view of the presenters.
• to start on time, regardless. (This is perhaps the most important aspect of running a successful meeting.)

4. Establish a positive meeting environment. Take the time to plan your meeting. Perhaps the most important aspect to consider is the environment where you will hold your meeting. To insure its success, be sure you:

• create an environment that is conducive to effective communication.
• set start and ending times that are conducive to all.
• develop the environment around a theme.
• consider the objective of the meeting when selecting the room.
• consider decorating the room, if this is warranted.
• arrange and test the audio-visual support before hand.
• arrange the seating of participants and attendees, depending on the estimated number of attendees.
• arrange the seating plan for optimal effect.

5. Plan all the activities. Take the time to plan and plan again all the events, people, places, and things related to the objective and theme of the meeting. Be sure to:

• gather input where relevant.
• take notes where necessary.
• prepare adequate quantities of handouts.
• prepare to post adequately the announcement of the meeting along with its agenda, times, participants, and any other relevant information.
• prepare backup materials.
• prepare post-meeting evaluations, where necessary, and summary handouts.

Remember: When you maximize your potential, every one wins. When you don’t, we all lose.

© Etienne A. Gibbs, MSW

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1. Does the company have its own maintenance program?

2. Does the quote include parking and tolls?

3. For trips over the road: How many local miles are allowed per day after reaching your destination? What is the charge for exceeding them?

4. Does the company own the bus you will use, or will it be brokered out?

5. What is their cancellation policy?

6. Is the bus available for inspection before chartering?

7. What affiliations are they members of?/How involved in the industry are they?

8. Can they provide a insurance certificate showing they have the state required $5 million in coverage?

9. Does the bus operator have a cell phone and the company, a 24 hour phone line in case of a breakdown?

10. Who pays for the driver’s hotel room?

Courtesy of www.BusRates.com

Before you charter a bus, be familiar with terms, conditions and these slang terms and abbreviations.

Qty. Quantity of this type of bus the company owns.

Seats. The number of seats available for your group.

BusType. There are 8 types of buses. Visit the Bus Types section of BusRates.com for descriptions and approximate rates.

Year. The year of the bus model, frequently displayed as a range from oldest to newest.

OTR. Is the company willing to take this bus “Over The Road” which is usually defined by traveling long distances out of state and overnight.

Rstrm. Restroom on board.

VCR. There are usually 5 to 6 TV monitors on board full-sized deluxe motor coaches with a VCR. Most buses do not receive any channels unless equipped with satellite, which is uncommon.

DVD. There are usually 5 to 6 TV monitors on board full-sized deluxe motor coaches with a DVD player. Most buses do not receive any channels unless equipped with satellite, which is uncommon.

CD. CD player on board.

PA. Public address system on board to help make announcements to the group.
ADA. Wheelchair elevator on board.

Alch. Alcohol is allowed on board.

Trnsfr. Any pick-up and drop-off typically from a hotel to an airport around 15 miles of travel (excluding 10% gratuity).

5 hrs. 5 hour rates posted on BusRates.com are based on 5 hours of local use, low miles (excluding 10% gratuity). Bus companies most commonly have a 5 hour minimum of use with the exception of transfers.

Day. Day rates posted on BusRates.com are based on 10 hours of local use, low miles (excluding 10% gratuity.)

Mile. The rate per mile of travel. Quotes are calculated per mile or per day whichever is greater. Trips averaging over 300 miles per day are usually priced per mile and not per day.

Hours of use: Local travel is most commonly based on hours of use. The national average rate per hour for a full size deluxe motor coach in 2004 was $83.08.* Almost all companies have a 3, 4, 5, or 6-hour minimum charge-5-hours being the most common across the U.S.

Gratuity: The standard bus operator gratuity for chartering a bus is 10%. About a third of operator’s pay comes from the gratuity as an incentive to provide good service. The average wage earned by bus operators in 2004 was $11.25 per hour*.

Sales Tax: There is no sales tax when chartering a bus in most states.

Over the Road Charters

Mileage: buses traveling out of the local area and overnight are quoted based on miles. The average charge per mile across the nation in 2004 was $2.66 with the company’s day rate as a minimum charge per day*.

Day Rate: The minimum charge per day if the per-mile charge is not more than the combined day rates. The average day rate in 2004 was $769*.

Driver Change: for every 10 hours of driving, or 15 hours of stand-by time, law requires 10 consecutive hours of rest. If you plan on driving over 10 hours, an operater change has to be made. Bus Operator changes range from $200 to $900 depending on how far from the departure city the change has to be made.

Local Travel: The amount of local mileage allowed per day once the bus reaches the destination city.

Driver Hotel: Usually the customer books and pays for the driver’s hotel room, but most hotels will comp the operator’s room at no charge when you book several rooms for your group. Ask for someone in group sales at the hotel to ensure the operator’s room is complimentary.

Gratuity: The standard gratuity for trips over the road is 10%.

Sales Tax: There is no sales tax when chartering a bus in most states

Courtesy of www.BusRates.com