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Meetings and Minute Taking

Information

  • Accredited at the Services SETA
  • Unit Standard: “Plan and Prepare Meeting Communications”
  • Unit Standard ID: 13934
  • NQF Level 3 Credits 4
  • Duration: two days

COURSE OVERVIEW

Minutes are the official written record of a meeting. The minutes should contain what was agreed and decided at the meeting and not what was said by the members. Learn how to capture the essential information of a meeting, without the need to write down every detail of the meeting. Taking the correct minutes will keep the attendees on track by reminding them of each one’s role in a project and/or clearly stating what happened in a group session.

Course Contents:

Meetings: an introduction

  • Understanding what a meeting is and the purpose of a meeting.
  • Evaluating different types of meetings.
  • Determining if a meeting is necessary.
  • Establishing who must attend.
  • Understanding meeting protocols and the elements of meetings.
  • Understanding who are the role-players and their responsibilities at meetings.
  • Exploring the meeting procedures.
  • Overcoming meeting pitfalls (Unfocussed meeting, deviation from topic, inaccurate minutes, exceeding time limits, etc.).
  • Applying the guidelines to manage meeting logistics.

The agenda

  • Compiling the agenda: do’s and don’ts.
  • Exploring the advantages of a well-constructed agenda.
  • Applying the guidelines to compile an agenda with agenda items in a logical sequence.
  • Identifying the sources of agenda matters.
  • Producing an agenda in the required format and time frame.

Minute taking

  • Establishing the resources required for minute taking.
  • Identifying the purpose and objectives of the minutes.
  • Understanding the characteristics of good minutes.
  • Analysing different types of minutes.
  • Eliminating barriers and apply active listening: Be alert and stay focused.
  • Note-taking techniques: Highlighting and identifying key points.
  • Recording accurately.
  • Analysing 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.
  • Compiling the meeting pack and distributing meeting documentation:
    • 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, learners can also be enrolled to participate in the assessment process at an additional fee. Assessment entails the completion of a Portfolio of Evidence (PoE) 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 should have demonstrated competence in Communication at NQF Level 2 or equivalent.

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