A 2 day workshop enabling the meeting secretary, project administrator, PA and general assistant, to prepare for, take and distribute full and professional minutes as well as how to prepare the meeting room and necessary agendas where needed. Staff Training delegates often mention ineffective meetings as one of the greatest time wasters in any organisation. This workshop is therefore invaluable to ensure that the correct meeting culture, from organising to minuting is adopted.
Understanding the Role of Meetings:
What should a meeting consist of and what it should achieve
Special types of meetings and the role of the secretary in the meeting
Familiarising yourself with the language of meetings
Organising an Effective and Productive Meeting:
Sending out the Notice of a Meeting
Suggestion for more productive meetings
Checklist of arrangements that need to be made
What you should take with you and where you should sit
Preparing a Working Agenda:
The Objective of an Agenda
Standard sections that need to be included
Headings and attachments that get people to think and prepare for the topic
Clearing the agenda prior to sending it out
Utilising agenda formats available in MS Word
The Procedure during a Meeting:
Check attendance, read previous minutes, motions, discussions and agenda points
Call in guests or specialists, brain storming and idea generation, voting and decision making, summarising and setting future dates
Identifying the Type of Minutes you are expected to take:
Verbatim Minutes word-for-word
Resolution Minutes formal type meetings
Narrative Minutes telling the story of the meeting
Action Minutes for working groups etc.
How to record votes
Bonus Extra: Reported Speech / Past Tense forms
"I know that you believe you understand what you think I said, but I'm not sure you realize that what you heard is not what I meant" ~ Robert McCloskey
The taking of good minutes is crucial in all environments.
From the most formal to the most informal meetings, good minutes are necessary to enable an organisation to move forward and refer back. There are many and various types of minutes that can be taken and transcribed.
The pressure on the meeting secretary to ensure that they are logging all the correct information is quite daunting.
Our minute taking course enables an individual to shake off the minute taking bogeyman as we break down the formats of minutes, the lingo, how to determine the correct content to minute and the correct use of language.
This 2-day course is essential for all individuals who find themselves in the position of having to take minutes.