Course Overview:
Meetings are an essential part of business communication and decision-making. However, poorly managed meetings can lead to wasted time, unproductive discussions, and missed opportunities. Additionally, the course will provide crucial training on how to take clear, concise, and actionable minutes that accurately reflect the outcomes of meetings, enhancing follow-through and accountability.
This course is designed to help participants develop essential skills in planning, conducting, and documenting meetings effectively. The course covers best practices for preparing agendas, guiding discussions, resolving conflicts, and documenting key takeaways through clear and precise minutes. Participants will also learn how to handle various meeting formats, both in-person and virtual, and ensure that meetings lead to actionable outcomes. By mastering these skills, attendees can significantly improve the quality and efficiency of meetings within their organizations.
Duration
5 Days
Who Should Attend
- Office administrators and executive assistants responsible for organizing meetings.
- Project managers and team leaders who regularly conduct meetings.
- Any professional tasked with taking minutes in meetings.
- HR professionals responsible for coordinating internal and external meetings.
- Managers and supervisors aiming to improve their meeting facilitation skills.
Course Objectives
By the end of this course, participants will be able to:
- Understand the importance of structured meetings and how to prepare for them.
- Develop the skills to facilitate meetings efficiently, ensuring participation and productive discussions.
- Learn how to handle different meeting types and formats (formal, informal, in-person, and virtual).
- Master the art of minute taking, producing accurate and concise records of meetings.
- Ensure that meetings result in actionable outcomes and that all stakeholders are aligned on decisions made.
- Develop strategies to follow up on meeting outcomes and ensure accountability.
Course Outline:
Module 1: Introduction to Meeting Management
- Importance of effective meetings in business communication
- Types of meetings: Formal, informal, and virtual
- Defining roles: Chairperson, attendees, and minute taker
- Pre-meeting preparations: Setting objectives, invitations, and logistics
- Creating an agenda: Importance of structure and focus
Module 2: Conducting Effective Meetings
- Meeting facilitation techniques: Engaging participants and managing time
- Handling difficult participants and conflict resolution
- Staying on track: How to ensure meetings remain focused and productive
- Decision-making processes during meetings
Module 3: Minute Taking Essentials
- Understanding the role of the minute taker
- What to record: Differentiating between key points and unnecessary details
- Writing styles for minutes: Concise, clear, and accurate documentation
- Formatting and presenting minutes for readability
Module 4: Practical Minute Taking Techniques
- Minute taking for various types of meetings (board meetings, team meetings, etc.)
- Tools and technologies for minute taking: Digital options and manual techniques
- Hands-on practice: Taking and reviewing meeting minutes from simulated meetings
Module 5: Post-Meeting Follow-Up and Accountability
- Distributing minutes: Best practices for circulation and approval
- Following up on action points and ensuring accountability
- Archiving and retrieving meeting records: Legal considerations and best practices
- Continuous improvement: Reviewing meeting performance and applying feedback
