{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EEvaluation\u003C/h3\u003E\n\u003Cp\u003ETaking the time to review the meetings is good practice. Consider:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Edid the meeting go according to plan?\u003C/li\u003E\n\u003Cli\u003Edid everyone feel that they were able to contribute and that their contribution was valued?\u003C/li\u003E\n\u003Cli\u003Ewere the outcomes clear and achieved?\u003C/li\u003E\n\u003Cli\u003Eare those with actions fully aware they have them?\u003C/li\u003E\n\u003Cli\u003Ewhat will you do differently next time?\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EThe minutes\u003C/h3\u003E\n\u003Cp\u003EIt\u0027s the Group Secretary\u2019s job to produce the minutes, but these need to be agreed with the Group Chair before they are circulated.\u00A0\u003C/p\u003E\n\u003Cp\u003EPrepare 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:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ethe topic being discussed\u003C/li\u003E\n\u003Cli\u003Ethe key facts or issues\u003C/li\u003E\n\u003Cli\u003Ethe key points from any discussion\u003C/li\u003E\n\u003Cli\u003Ethe decision reached or the matter reported\u003C/li\u003E\n\u003Cli\u003Ewhat action is to be taken, by whom and when.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EMinutes 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.\u003C/p\u003E\n\u003Ch3\u003ETaking action\u003C/h3\u003E\n\u003Cp\u003EPreparing the minutes will create the action list. Be prepared to place the items in order of priority and then work methodically through the list.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ESome things may need direct action from you which means you can control the timing\u003C/li\u003E\n\u003Cli\u003ESome things may need action by others who were not at the meeting and they need to be informed\u003C/li\u003E\n\u003Cli\u003ESome things require you to involve others and so you may need to be flexible when it comes to timing.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EYou 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.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EFollow up\u003C/h3\u003E\n\u003Cp\u003EThe work between meetings is vital to making sure the meetings produce effective outcomes. We have already stressed the importance of the relationships between the:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EGroup Chair\u003C/li\u003E\n\u003Cli\u003EGroup Secretary\u003C/li\u003E\n\u003Cli\u003EGroup Treasurer\u003C/li\u003E\n\u003Cli\u003EGroup Scout Leader\u003C/li\u003E\n\u003Cli\u003EGroup Trustees\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ERegular 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.\u003C/p\u003E\n\u003Cp\u003EThose 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 \u2013 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.\u003C/p\u003E\n\u003Cdiv class=\u0022col-12 col-sm-12 offset-sm-0 col-md-8 offset-md-0 pr-md-4 col-lg-8 offset-lg-0 col-xl-6 offset-xl-1\u0022\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Cp\u003EEach individual is different. Some will view a telephone call to check progress as \u2018nagging\u2019 whilst others will welcome the reminder. Be sensitive to people\u2019s feelings and communicate with them in a suitable way. It\u0027s sensible to impress upon them your need to be kept informed so that you are able to track progress, keep things coordinated and arrange for help if problems arise.\u003C/p\u003E\n\u003C/div\u003E\n\u003C/div\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/","title":"At the meeting"},"next":null,"allParts":[{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/","title":"At the meeting"},{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/","title":"After and in between meetings"}],"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/","id":76040,"nodeName":"After and in between meetings","title":"After and in between meetings","type":"codexPart","image":null,"assets":null,"headerOptions":{"headerTitle":"After and in between meetings","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC83NjA0MCJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/"}