Accredited at the Services SETA
Unit Standard: “Plan and Prepare Meeting Communications”
Unit Standard ID: 13934
Level 3 Credits 4
WHO SHOULD ATTEND?
This two-day course is suitable for Secretaries, Personal Assistants, Executive Secretaries, Secretarial Support Staff, Clerical Staff and Administrative Staff
OUTLINE OF THE TRAINING CONTENT
Meetings… an introduction
- What is a meeting and what is the purpose of a meeting/
- Types of meetings
- How to determine if a meeting is necessary
- Who must attend?
- Understanding meeting protocols and the elements of meetings
- Roles and responsibilities at meetings
- Meeting procedures
- Meeting pitfalls and how to overcome them (Unfocussed meeting, deviation from topic, inaccurate minutes, exceeding time limits, etc)
- Meeting logistics
The agenda
- Compiling the agenda: do′s and don′ts
- The advantages of a well-constructed agenda
- The importance of a logical sequence of the agenda items
- Identifying the sources of agenda matters
- Producing an agenda in the required format and time frame
Minute-taking
- Resources required for minute taking
- The purpose and objectives of the minutes
- The characteristics of good minutes
- Different types of minutes
- Active listening: Be alert and stay focused, eliminating the barriers
- Note-taking techniques: Highlighting and identifying key points
- Accurate recording
- The importance of accurate and concise notes
Compiling, finalising and presenting meeting documentation
- Processing decisions
- Compiling the minutes
- Converting notes to text
- Arranging text to ensure logical sequence
- Ensuring correct use of language
- Format, structure and style of minutes
- Keeping the reader in mind
- The meeting pack
- Distribution of the minutes and supporting documents
- The distribution list
- Methods of distributing minutes
- The reasons for distributing minutes promptly and the recording of follow- up actions
ASSESSMENT OF LEARNERS
Learners who attend this training will receive a “Certificate of Attendance” directly after the training. Additionally to attending this Course, learners can apply to be assessed at an additional cost (see training fee). Assessment entails the completion of a Portfolio of Evidence and if being assessed as competent, the learner will be awarded 4 credits on NQF Level 3. In this case, a “Certificate of Competence” will be issued representing the credit values and NQF Level. Entry-level requirements for assessment according to the Unit Standard: Learners will have demonstrated competence in communication at NQF Level 2 or equivalent.
