Meeting Management and Minute Taking

Introduction (15 minutes)

• Overview of the reason and importance of this workshop
• Expectations from delegates

Part 1 – Planning and Executing Professional Meetings (1 Hour)

• Why Do Meetings Have A Bad Reputation?
• 10 Ways to Prevent Pointless Meetings
• The Ten Commandments of Effective Meetings
• The Stages of an Effective Meeting
• Scheduling and Administration of Meetings
• Clearly Identify Your Role Before, During and After the Meeting

Group Discussions and Action Planning (30 minutes)

• Break into small groups to reflect on key takeaways from this part of the workshop.
• Share insights and lessons learned.

Part 2 – Practical Agenda Setting (1 Hour)

• Why is an Agenda important
• How to Create an Effective Agenda
• When to send out the agenda
• How can an agenda assist with minute taking?
• Meeting Agenda Sample

Group Discussions and Action Planning (30 minutes)

• Break into small groups to reflect on key takeaways from this part of the workshop.
• Share insights and lessons learned.

Part 3 – Effective Minute Taking (3 Hours)

• Why Meeting Minutes Matter
• What guidelines does POPIA provide regarding minute taking
• How to Improve Your Active Listening Skills
• Minute Taking Tips to Assist You Before, During and After The Meeting
• When to send out minutes
• How to take minutes in a Virtual meeting
• Meeting Minutes Do’s And Don’ts
• Some Handy Tips for Taking Minutes
• Common Challenges for Taking Minutes
• Example of Effective Minutes

Group Discussions and Action Planning (30 minutes)

• Break into small groups to reflect on key takeaways from this part of the workshop.
• Identify specific actions they can implement to improve their minute taking skills.
• Share insights and lessons learned.

Conclusion and Feedback (15 minutes)

• Summary of workshop highlights and key learnings

• Opportunity for participants to provide feedback on the workshop content and format.