Plain English Ireland

Minute-taking and Effective Meetings – outline

Overview

Does your organisation need concise minutes that accurately reflect the decisions taken and actions agreed at a meeting? Would you like to be confident that the notes taken and the minutes created will produce a valuable record of a meeting?

This course focuses primarily on minute taking – but also includes a section on chairing meetings.

Who should attend?

  • Anyone who takes minutes but has never received formal training
  • Anyone who want a better understanding of the roles and relationship of the chair and minute-taker
  • Anyone who would like to polish their minute-taking and/or chairing skills
  • Anyone who will have to take minutes/ chair meetings in the future and wants
    to be able to understand and apply best practice

Part 1: Minute-taking

Participants discover the tricks of the trade on this highly practical workshop-style course. They also learn about best practice, how to listen more effectively and ways to write salient points quickly and clearly. During the day, participants experience every stage of the meeting and minute-taking process, using guided role-play.

Aims

On completion of this session, participantswill be able to:

  • Understand the role and responsibilities of the minute-taker
  • Prepare an outline and use a note-taking template
  • Summarise information (and understand what to leave out)
  • Listen more effectively
  • Edit and proofread their minutes

Content includes:

  • What are minutes for?
  • Best practice: How do you define ‘good’ minutes?
  • What are the key skills needed for minute-taking?
A to Z of taking minutes / checklist
  • Learning how to create effective and organised agenda
Listening for the salient points
Taking notes effectively and quickly, using a template
  • Writing up notes: Getting the message across, using clear concise English
  • Editing and proofreading strategies and checklist
  • Managing record keeping / Freedom of Information obligations

Part 2: Managing effective meetings (2 hours)

The session covers the A to Z of chairing a meeting from devising an agenda, working with the minute-taker, Freedom of Information Act requirements and signing-off on the minutes.

Aims

On completion of this afternoon session, participantswill be able to:

  • Understand the role and responsibilities of the chair
  • Appreciate the importance of minutes – internal and external
  • Listen to the message more effectively
  • Run a more efficient meeting
  • Ensure a closer relationship with the minute taker

Content includes:

  • Choosing which minutes work for you
  • Creating an effective agenda
  • Running the agenda
  • Handling group dynamics
  • Learning to summarise
  • Keeping energy in meetings
  • Offering clear instruction on the completion of meetings

Trainer profile

Susan O’Keeffe is a highly experienced corporate trainer who also works as a journalist and media consultant.She has delivered successful courses in minutes and meetings at the University of Limerick in recent years.

As a trainer, Susan specialises in delivering courses in writing/communications skills in the public and private sectors in Ireland – on topics such as public communications, minute-taking, report writing, speech writing, and business writing for greater impact. Her experience also includes training corporate executives and BBC/RTE staff in communications/writing skills and lecturingto media students.

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