a) The Minutes of the meeting
The task of minute taking is always a reserve for secretaries in lots of organizations. For a properly organized meeting, the group leader may ask anybody in attendance to undertake the responsibility of taking minutes of the meeting. Minutes act as a certified evidence of events that took place in the gathering. Thus, it requires a high level of candor and precision. Before commencement of the meeting, it was indispensable to undertake, among others, the following duties and responsibilities:
• Choosing the most suitable tool: Making important decision on note-making, whether by using pen and paper, a notebook, or stereo
• Ensuring that all gargets and instruments for the meeting are in good working condition, and have a backup in case of contingency
• Using the agenda of the meeting to devise a sketch/draft
As the meeting progresses, I took a noble task of performing the following functions:
• Passing around the attendance sheet
• Getting a register of all members of the group and ensuring I know the leader in particular together with his position
• Noting down the exact time when the meeting commenced
• Making brief notes in relation to agenda of future meetings
• Noting down the exact time when the meeting comes to a close
I noted down the following crucial tasks in my post meeting analysis of events:
• Typing comprehensive minutes right away during post meeting assignment came to an end when everything seemed still fresh in mind
• Thorough proofreading before final submission
The meeting, which took place in the library, commenced shortly after 3 pm with a word of prayer from Mr. Black (a member) preceding team leader’s official welcoming address. Thereafter, it was sectary’s turn to read minutes of the previous meeting before the rest of the members unanimously seconded. Afterward, members discussed the agenda of the day extensively with the key concern being implementation of the project started by the group. The major obstacle that stood out was insufficient funding. Members resolved that the group must take adequate and urgent measures to ensure successful implementation. The three-hour meeting ended at 6 pm before the team leader closed with a word of prayer.
Summary of the minutes of the group meeting
Date: September 22, 2012
Time: 3PM
Members Present:
Hins – Team leader
Arnold – Member
Black – Member
Minute Approval:
Adjournment:
Respectfully submitted,
____________________________
Secretary:
b) The Processes used through the Assignment
In attempting to accomplish the goals of the project, the group has come up with rules, which would also help ascertain members’ commitment to achieving the set goals and objectives. Although there are many exchanges between roles, every member of the group must adhere to the rules. In addition, the group has deadlines as well as specific dates for some parts of the project. Through its initiative, the group will play an important part in making sure individual as well as group members achieve tangible development.
c) The Group Dynamics Learning
Group dynamics is another great challenge group members have to contend with in the light of establishment of several other groups with an aspiration to execute different projects. The group dynamics have negative or positive effects on the growth and development of the entire group. Technological development, lack of loyalty among a section of members, financial constraints, and political interferences are a few challenges hampering activities and usual operation alongside participation in various initiatives. Members who fail to prove their allegiance and commitment to the success of the group have the option to quit the organization and try look for another organization. Dissatisfied members must channel their queries to relevant authorities within the group as it will help identify weak points and leaders as well should up their game to ensure that the populace together with the group members enjoy the best the group can offer.
d) Personal Learning
Personal learning is an observation that regards an individual member’s learning. Since I joined the group, I have developed sufficient skills, knowledge concerning how projects are initiated, and run. Through the group, I have been able to establish myself among other group members and identify the best techniques the group can apply to accomplish the best. My usefulness in the group manifested when members commended me for drafting a more comprehensive and spectacular job of taking down all minutes of the meeting. The group appreciated my continuous contributions toward development of the group despite enormous challenges owing to change in technology.
e) Group Learning
Even though the group lacked clear direction at the beginning of a project, an incessant responsibility and thorough consultation before venturing into various initiatives inspired members toward improving welfare of all as well as that of the locals. As the project was underway, the entire group learnt quite a number of things ranging from procurement, appraisal/evaluation, project implementation and environmental problems resulting from implantation of such projects. Overall, an outstanding project would ultimately benefit group members in addition to providing a firm base for future endeavors of the group and individual members.
