MINUTE-TAKING & MEETING PROCEDURES
Online workshop dates: 18 Jun | 30 Aug 2024
Public Workshop dates:
• Randburg, JHB: 17 July | 6 September 2024
• Durbanville, CT: 3 July 2024
• Pretoria: 10 July 2024
INTRODUCTION
In meetings and group discussions, accurate and comprehensive minutes play a crucial role in capturing essential information, decisions made, and action items assigned.
Minute-taking is an invaluable skill that ensures effective communication, facilitates accountability, and provides a reliable record of proceedings. In this guide, we will explore the key principles and best practices for becoming a proficient minute taker.
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 when writing efficient minutes and organising professional meetings.
We take a look at the key principles and best practices for becoming a proficient minute taker.
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.
OUTCOMES
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.
PROGRAMME
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
COURSE FEE: R3,800.00 (R4,370.00 incl. VAT)
Early bird for online or public – less 10% = R3,420.00 (R3,933.00 incl. VAT) p/p for all new registrations received and paid by 31 May 2024. Terms and conditions apply.
Online Training Hours: 08:45 for 09:00 – 15:00 which include 2 x 20 min tea breaks and 1 x 40 min lunch break.
ENQUIRIES:
For in-house group bookings, a registration form, or any other enquiries, please e-mail Ronell at: events@telg.co.za or contact her at 067 317 9388 / or send a WhatsApp to 073 291 0450 with the relevant details.