Conducting Effective Meetings and Minutes Making Made Simple for Administrative Officers and Senior Secretaries

To provide participants with the required techniques, knowledge and skills that enable them to plan and schedule effective meetings

Content

Importance and Types of Meetings

• The Role and Importance of Meetings in the Organization
• Benefits of Meetings
• Requirements for the Success of Meetings
• The Role of Meetings
• Types of Meetings
• Formal and Legal Meetings

Planning and Scheduling of Meetings by Computer

• Scheduling and Coordinating with participants
• Informing Participants
• The Agenda

Preparing and Organizing of the Meeting Room

• Types of Meeting Rooms
• Designing Meeting Rooms
• Preparing Meeting Equipments and Materials
• Preparing Meeting Documents and Forms
• Catering Services
• Using Checklist

Taking Minutes and Writing the Report

• The Concept of Minutes
• Parts of Minutes
• Typing and Coordinating Minutes
• Following up Implementation of Recommendations and/or Committee Plans and Actions
• Registering the Minutes by Handwriting, By Computer, By Shorthand and By Recording

Terminology of Meetings

• The President of the Meeting
• The Secretary of the Meeting
• The Quorum
• The Minutes

Electronic Meetings by MS-Outlook

• Specifying Date
• Planning for the Meeting
• Modification of Timing
• Control of Meeting
• Inviting Others

For whom: Directors Admin Officers, Senior Executive Secretaries, Confidential Secretaries and Personal Assistants in both the Public and Private Sectors.

Training Methodology

The training methodology combines lectures, discussions, group exercises and illustrations. Participants will gain both theoretical and practical knowledge of the topics. The emphasis is on the practical application of the topics and as a result participants will go back to the workplace with both the ability and the confidence to apply the techniques learned to their duties.