By the end of this programme, participants will be able to:
- Create actionable plans aligned with meeting objectives.
- Develop clear and concise meeting minutes capturing key discussions and decisions.
- Analyze various types of meetings and their unique requirements.
- Implement guidelines for writing notes and organizing meeting content effectively.
- Summarize critical points from meetings for future reference.
- Apply methods to enhance meeting efficiency and participant engagement.
- Evaluate and refine meeting agendas and minutes for continuous improvement.
DAY 1
Foundations and Preparation for Effective Meetings
Introduction to Meeting Agendas and Minutes
- Understanding what constitutes a meeting agenda and its purpose
- Exploring the role of minutes in documenting discussions and decisions
- Overview of the programme’s goals and structure
Types of Meetings and Their Purpose
- Comparing formal vs. informal meetings
- Analyzing team meetings, client meetings, and their specific objectives
- Aligning meeting goals with organizational priorities
Preparing for a Meeting
- Setting clear and actionable agendas with key elements (e.g., objectives, time allocation)
- Assigning roles and responsibilities to ensure meeting success
- Practical Exercise: Drafting a sample agenda for a specific meeting type (e.g., team or client meeting) and receiving peer feedback
DAY 2
Note-Taking and Writing Effective Minutes
Taking Notes During a Meeting
- Developing essential skills for real-time note-taking
- Capturing key discussions and decisions accurately
- Using abbreviations, shorthand, and digital tools to streamline note-taking
Writing and Structuring Meeting Minutes
- Formatting and organizing minutes for clarity and accessibility
- Structuring notes to highlight decisions, action items, and key points
- Ensuring accuracy and completeness in documentation
Styles of Meeting Minutes
- Comparing action minutes vs. narrative minutes
- Choosing the appropriate format based on meeting type and audience needs
- Group Activity: Simulating a meeting to practice note-taking, followed by drafting minutes in both action and narrative formats for comparison
DAY 3
Post-Meeting Actions and Continuous Improvement
Post-Meeting Actions
- Distributing minutes effectively to relevant stakeholders
- Following up on action items and ensuring accountability
- Creating systems to track progress on assigned tasks
Legal and Organizational Impacts
- Understanding the impact of the Freedom of Information Act on minutes
- Addressing confidentiality and ethical considerations in documentation
Enhancing and Evaluating Meeting Effectiveness
- Applying strategies to increase participant engagement and meeting efficiency
- Critically evaluating agendas and minutes for continuous improvement
