After and in between meetings

Evaluation

Taking the time to review the meetings is good practice. Consider:

• did the meeting go according to plan?
• did everyone feel that they were able to contribute and that their contribution was valued?
• were the outcomes clear and achieved?
• are those with actions fully aware they have them?
• what will you do differently next time?

The minutes

It's the Group Secretary’s job to produce the minutes, but these need to be agreed with the Group Chair before they are circulated. 

Prepare the draft minutes while the meeting is still fresh in your mind. You will probably have made notes but the support of your recent memory could be invaluable. Minutes should be no longer than necessary and include:

• the topic being discussed
• the key facts or issues
• the key points from any discussion
• the decision reached or the matter reported
• what action is to be taken, by whom and when.

Minutes should be circulated as soon as practical following the meeting and certainly within two weeks. The Group Secretary should check if people prefer receiving them by email. The closer to the meeting the minutes are received, the more likely it is that people will complete their actions.

Taking action

Preparing the minutes will create the action list. Be prepared to place the items in order of priority and then work methodically through the list.

• Some things may need direct action from you which means you can control the timing
• Some things may need action by others who were not at the meeting and they need to be informed
• Some things require you to involve others and so you may need to be flexible when it comes to timing.

You may need to take some action even before the minutes are prepared. It makes sense to note these items at the time they are decided.

Follow up

The work between meetings is vital to making sure the meetings produce effective outcomes. We have already stressed the importance of the relationships between the:

• Group Chair
• Group Secretary
• Group Treasurer
• Group Scout Leader
• Group Trustees

Regular contact to keep them updated is essential. It may best to make contact with them individually but it can also be useful on occasions to meet as a group.

Those who have actions from the Group Trustee Board meeting need support as well. Regular informal contact (by phone, email or in person) to ask how they are getting on provides them with the opportunity to raise any problems, issues or concerns – and to receive positive feedback. They may wish to seek clarification about what they agreed to do. You, on the other hand, will want to be sure that they understand what they agreed to do and, most importantly, when it was agreed to be done by.