Minute Taking – 2 day workshop

Aim: Enabling the PA or Secretary to prepare for, take and distribute full and professional minutes.

Understanding the Role of Meetings:

What a should 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

Meeting Terminology

How to record votes

Bonus Extra: Reported Speech / Past Tense forms

SAQA US ID NQF LEVEL CREDITS US TITLE

13934 3 4 Plan and prepare meeting communications