About this Course

Many of us have been tasked to take minutes of meetings although we may not be a secretary or personal assistant. Any person who attends a meeting will be asked to take up this important task.

Accurate minutes of meetings are an essential for any successful organisation. If you are the one who has to record the minutes of a meeting, you are probably well aware of how challenging this process can be.

During the meeting, you need to listen actively for important points to record. You must know the difference between the relevant and the irrelevant, plus differentiate between the nice-to-know and the need-to-know. This is particularly challenging when a discussion is lively and issues are highly contentious.

After the meeting, when you begin compiling your notes, you must first consider the type of minutes you are writing. Are they narrative or action minutes? What are the special considerations for each type? How do you avoid the common mistakes and pitfalls when you write them? On top of it all, you need to be sure that your language is clear and concise, and accurately portrays the issues discussed.

Objectives

In this one day workshop, participants learn to:

• Appreciate the importance of a clear and structured agenda in taking the minutes in a meeting.
  
• Anticipate and manage typical challenges when setting up an agenda.
  
• Obtain background information so as to take better notes.
  
• Listen effectively to distinguish between relevant and irrelevant information
  
• Understand how various sections of minutes can be labelled.
  
• Use language correctly to convey your meaning accurately and clearly.
  
• Learn how to use the reported speech correctly, as required in writing minutes.
  
• Write concise sentences and paragraphs so that minutes are easier to read.
  

Outline

Preparing the Agenda

• The importance of a Notice and Agenda to the smooth running of a meeting
  
• How agenda items can help you take better notes
  
• Overcoming common problems in setting up a clear and accurate agenda
  

Taking Notes Effectively

• Preparing yourself for efficient note-taking
  
• Working with the chairperson before and during meetings
  
• Clarifying and confirming points professionally and confidently
  
• How to actively listen for main points and actions
  
• Differentiating between relevant and irrelevant details
  
• Distinguishing between the need-to-know and nice-to-know, and knowing what to record
  

Preparing Accurate Minutes

• Types of meetings, and different types of minutes you may need to prepare
  
• Accepted ways of labeling different sections of minutes
  
• The ideal time frame for compiling and distributing your minutes
  
• Using attachments appropriately and effectively
  

The Right Way to Write Minutes

• Using language effectively to make your minutes clear and accurate
  
• Being specific and focused when presenting your points
  
• Making your minutes reader-friendly by using sentences and paragraphs effectively
  
• Portraying discussions accurately by using correct tenses
  

Methodology

The workshop is highly interactive, including presentations, exercises, group discussions, and feedback. In small groups, you will get hands-on practice taking notes and writing up a set of minutes. All the activities are based on real case scenarios, so that the learning is relevant and applicable to work situations.

Who Should Attend

Secretaries, Personal Assistants, Office Managers, Administrative Support Professionals, Executives, and Managers - this workshop is useful to anyone who needs to prepare meeting documents, record notes, and present minutes professionally.

Duration:

Time 9am - 5pm

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