OUTCOMES
At the end of this workshop delegates will be able to:
• Understand the characteristics, purposes of, procedural requirements and general problems with formal meetings
• Understand the functions, roles and responsibilities of Chairmen
• Understand the functions, roles and responsibilities of Secretaries
• Understand the importance and value of dress codes for formal meetings
• Prepare draft minutes
• Plan, prepare and write effective minutes
• Know and understand how to store / archive minutes
• Apply the newly acquired skills and knowledge in practical meeting procedures and minute writing
Course Outline
Learning Unit 1
Meeting Procedures
1. Characteristics of formal meetings
2. Purposes of meetings and how these affect procedures
3. General problems with meetings and reasons for them
4. Validating Meetings: Procedural Requirements
5. How to ensure that all relevant items are on the agenda
6. Some important considerations
7. Functions of the Chairperson
8. Functions of the Secretary
a. Before the Meeting
b. During the Meeting
c. After the Meeting
9. Dress code
Learning Unit 2
Minute Taking
1. Some notes on English grammar
2. Preparing draft minutes
3. General Guidelines on writing minutes
4. Writing minutes
5. Essential components of good minutes
6. Characteristics of good minutes
7. Archiving minutes
8. Some notes on Style