This advanced course elevates minute-taking from simple documentation to strategic contribution. Participants will learn to capture discussions accurately, identify key decisions and actions, and produce minutes that serve as valuable organizational records. The program focuses on developing active listening skills, understanding meeting dynamics, and creating documents that drive accountability and follow-through. Through realistic simulations and practical exercises, attendees will master the art of producing clear, concise, and legally sound minutes that support effective governance and decision-making processes.
Introduction
Objectives
Course participants will learn to:
- Capture discussions accurately and objectively
- Identify key decisions, actions, and resolutions
- Understand legal and compliance requirements for minutes
- Develop active listening and concentration skills
- Use appropriate terminology and formal language
- Organize information logically and consistently
- Work effectively with chairs and meeting leaders
- Manage difficult recording situations
- Produce minutes quickly and efficiently
- Maintain confidentiality and discretion
Target Audience
- Executive assistants and administrative professionals
- Committee secretaries and coordinators
- Board and governance support staff
- Project managers and team leaders
- Legal and compliance officers
- Public sector meeting coordinators
- Anyone responsible for formal meeting documentation
Methodology
- Live minute-taking simulations
- Recording and transcription exercises
- Case studies of effective minutes
- Peer review and feedback sessions
- Role-playing challenging scenarios
- Template development workshops
Personal Impact
- Enhanced listening and concentration abilities
- Improved written communication skills
- Greater attention to detail and accuracy
- Increased confidence in formal settings
- Better time management and efficiency
- Professional recognition and career development
Organizational Impact
- Improved governance and accountability
- Clearer decision records and action tracking
- Reduced disputes and misunderstandings
- Enhanced organizational memory
- Better compliance with regulatory requirements
- More efficient meeting follow-up processes
Course Outline
Minute Taking Fundamentals
Role and Responsibilities- Understanding the purpose and importance of minutes
- Legal and compliance requirements
- Different types of minutes and their formats
- Confidentiality and ethical considerations
- Pre-meeting planning with chairs
- Agenda analysis and preparation
- Document and background research
- Setting up effective note-taking systems
Meeting Capture Skills
Active Listening- Techniques for maintaining concentration
- Identifying key points versus peripheral discussion
- Recognizing decisions and action items
- Managing fast-paced and complex discussions
- Developing personal shorthand systems
- Structuring notes for easy transcription
- Capturing motions, resolutions, and voting
- Handling technical and specialized terminology
Minute Production
Writing and Structuring- Converting notes to formal minutes
- Using appropriate language and tone
- Action item tracking and assignment
- Creating clear and unambiguous records
- Quality assurance processes
- Chair review and approval procedures
- Timely distribution and follow-up
- Filing and records management
Advanced Scenarios
Challenging Situations- Managing contentious and emotional discussions
- Handling confidential and sensitive topics
- Dealing with technical and complex subject matter
- Multi-lingual and international meetings
- Digital recording and transcription aids
- Minute template development
- Collaborative editing platforms
- Document management systems
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