Minute Taking & Meeting Procedure
Online Workshop dates:
SPECIAL FEE UNTIL 15 MAY 2020: 1-day: R1,500.00 (All incl.)
NORMAL Online Course fee: R2,500.00 (R2,875.00 incl. VAT) p/p
Dates: 19 May / 26 May / 18 June 2020
Technical requirements for online sessions: Training will be presented live via Microsoft (MS) Teams. You need to have access to either a laptop / desktop including activated webcam, earphones, etc. Internet connection (3G or 4G / LTE) – minimum speed of 3.0 Mbps (up / down).
DURATION: 1 Day
Public Course fee: R3,850.00 (R4,427.50 incl. VAT) per delegate.
To produce accurate minutes of meetings is an essential communication tool in any organisation and can be a very challenging process.
During this session we will discuss a number of important pointers and practices with regards to minute taking, meeting procedures and the actual writing of the minutes as well as formats, structure, time keeping, responsibilities of both the Chairperson and Secretary during, before and after the meeting.
We will also explore tone, style, audience, writing techniques and other significant factors which need to be kept in mind with writing efficient minutes and organising professional meetings.
WHO SHOULD ATTEND?
- Chairpersons and secretaries of meetings
- Committee members
- Executive Personal Assistants and Secretaries
- Office Administrators
Any employee who needs to improve their administrative, time management and organisational skills
At the end of this workshop delegates will be able to:
– Understand the characteristics, purposes of, procedural requirements and general problems with formal meetings
– Understand the functions, roles and responsibilities of the Chairperson
– Understand the functions, roles and responsibilities of secretaries and PAs
– Plan, prepare and write effective minutes
– Apply the newly acquired skills and knowledge in practical meeting procedures and minute taking .
– Use of technology in meetings.
Delegates will get new ideas and will gain additional knowledge from others through the interaction of the workshop. The exercises are interesting and will keep you focused.
1. Functions of the Secretary and meeting preparation – before, during and after the meeting including the compiling and finalising the Agenda
2. Characteristics of formal meetings
3. Purposes of meetings and how these affect procedures
4. General problems with meetings and reasons for them
5. Validating Meetings: Procedural Requirements
6. How to ensure that all relevant items are on the agenda
7. Time Management at meetings and who’s responsibility it is
8. Controlling the attendees at the meeting and their participation
9. Functions of the Chairperson
10. Characteristics of a good Chairperson
11. Keeping to the agenda
12. How to handle items such as: General / Any Other Business / Matters arising
13. Proposing and seconding for formal meetings
14. General Guidelines on first taking notes and then writing minutes
15. Essential components of good minutes
16. Characteristics of good minutes
17. The use of technology as a back-up tool
18. Archiving minutes