Writing Effective Minutes
 
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  Email: learning@jobsdb.com.sg
 Tel: +65 6861 1000

 

Writing Effective Minutes

How to record accurate notes at meetings and present clear and useful minutes

with Jolynn Chow

 
 Details All participants will receive 'Taking Minutes of Meetings'; woth $23.95  
   
Date: 9 June 2010
  15 Oct 2010
   
Duration: 1 day, 9:00am – 5:00pm
Fee:

S$365

Venue: 4-star Hotel, located in Central Singapore(TBA)
   
   
 
- Fees are subjected to prevailing GST of 7%
- Includes course materials, light refreshments and lunch

For more information, please contact LearningDB.com at 6861 1000 or email to learning@jobsdb.com.sg
   
   
     
  Payment must be made before the commencement of the workshop. No cancellation is allowed 7 days prior to workshop.
 

Accurate minutes of meetings are an essential for any successful organisation. If you are the one who has to record and write the minutes, you are probably well aware of how challenging this process can be.


During the meeting, you need to listen actively for important points to record. You must know the difference between the relevant and the irrelevant, plus differentiate between the nice-to-know and the need-to-know. This is particularly challenging when a discussion is lively and issues are highly contentious.


After the meeting, when you begin compiling your notes, you must first consider the type of minutes you are writing. Are they narrative or action minutes? What are the special considerations for each type? How do you avoid the common mistakes and pitfalls when you write them? On top of it all, you need to be sure that your language is clear and concise, and accurately portrays the issues discussed.


If you need to make notes at meetings and present clear and accurate minutes, don't miss this practical workshop.


 
Who Should Attend
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Secretaries, Personal Assistants, Office Managers, Administrative Support Professionals, Executives, and Managers - this workshop is useful to anyone who needs to prepare meeting documents, record notes, and present minutes professionally.


 
Objectives
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This program aims at helping participants to:

  • Appreciate the importance of a clear agenda in running an effective meeting and taking the minutes.
  • Anticipate and manage common problems that can arise when setting up an agenda.
  • Obtain background information and gain an understanding of discussion items so you can take better notes.
  • Gain the confidence to clarify and confirm points during the meeting.
  • Listen effectively to distinguish between the relevant and irrelevant, as well as the need-to-know and nice-to-know.
  • Know the factors to consider in deciding what to record and include in the minutes.
  • Understand how various sections of minutes can be labelled.
  • Use language correctly to convey your meaning accurately and clearly.
  • Learn how to use the reported speech correctly, as required in writing minutes.
  • Write concise sentences and paragraphs so that your minutes are easier to read.
 
Methodology
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The workshop is highly interactive, including presentations, exercises, group discussions, and feedback. In small groups, you will get hands-on practice taking notes and writing up a set of minutes. All the activities are based on real case scenarios, so that the learning is relevant and applicable to work situations.


 
Outline
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Preparing the Agenda

  • The importance of a Notice and Agenda to the smooth running of a meeting
  • How agenda items can help you take better notes
  • Overcoming common problems in setting up a clear and accurate agenda

Taking Notes Effectively

  • Preparing yourself for efficient note-taking
  • Working with the chairperson before and during meetings
  • Clarifying and confirming points professionally and confidently
  • How to actively listen for main points and actions
  • Differentiating between relevant and irrelevant details
  • Distinguishing between the need-to-know and nice-to-know, and knowing what to record

Preparing Accurate Minutes

  • Types of meetings, and different types of minutes you may need to prepare
  • Accepted ways of labelling different sections of minutes
  • The ideal time frame for compiling and distributing your minutes
  • Using attachments appropriately and effectively

The Right Way to Write Minutes

  • Using language effectively to make your minutes clear and accurate
  • Being specific and focused when presenting your points
  • Making your minutes reader-friendly by using sentences and paragraphs effectively
  • Portraying discussions accurately by using correct tenses

 

 

 
Facilitator
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Jolynn Chow


Jolynn Chow has over 25 years of operational experience in industries including banking and finance, publication and distribution, packaging products marketing, and training and education.


She specialises in areas like business communication, interpersonal skills and customer service. She has designed and delivered many training workshops for organisations like Canon Marketing, Jebsen & Jessen Group of Companies, Keppel Land, Lend Lease, Pfizer Asia Pacific, Schering-Plough, SAP Asia, Visa International, Singapore Polytechnic, Ngee Ann Polytechnic, HDB, and TransitLink.


Jolynn has an in-depth understanding of the language problems of bilingual users of English, as well as the common communication problems faced by business language users in Singapore and the region.


 
For more information, please contact LearningDB.com at
68611000 or email us at learning@jobsdb.com.sg

 

 
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