What will you learn?
No PA considers taking minutes to be pleasurable, but it has to be done – and done well. Not everyone working at PA level has come via the traditional route, which means that if you don’t take shorthand, it can be difficult to keep up with what’s being said. If it’s also a less-than-interesting meeting, it can be hard to maintain your attention so you don’t miss anything. And then when the meeting is over, it’s all got to be typed up and circulated – about as much fun as watching paint dry. You might find it hard to believe we can make the job enjoyable, but after our Minute Taking Training Courses, you will know how to write minutes that are beyond reproach – and even enjoy doing so!
With recent changes in the way we work we will also look into technology that can help you enormously while taking minutes.
We will show you how to:
Enhance your listening skills to ensure you hear all key points
Sitting in a meeting and listening is easy enough, but actually hearing what’s being said is not just a matter of concentration, it’s about filtering the discussion so you can note the significant details. We’ll give you tips on effective hearing – with both ears.
Develop an effective partnership with the meeting’s chairman
The chairperson manages and directs the meeting, but needs to work in harmony with the minute-taker so that the flow of the meeting is noted properly. On occasions, this will require assertiveness from you – we show you how.
Improve the layout and grammar of your minutes for greater clarity
Research suggests that 16% of the adult population has literacy problems. We’re not suggesting that includes you, but today’s organisations can no longer assume that employees come to them fully-equipped to write grammatical English. Where help with the basics is needed, we provide it.
Condense your minutes down to the essentials, without losing the flow of the meeting
Different audiences have different needs and expectations from minutes. A CEO may just want an executive summary while a project team may need to see detail. We’ll show you several methods of filtering your notes so you can zoom in on what needs to be included in the minutes.
Maintain your concentration during the meeting, regardless of subject
This is a tough one, especially if you’re not directly involved in the subject of the meeting. You may not even understand the terminology being used. Relax: our special techniques for improving concentration will help you breeze through the meeting – without dozing off!
Improve your note taking, with a variety of methods to suit your style
Ideally, you write up meeting minutes straight afterwards. In practice, it could be a couple of days before you get round to it. By that time, the meaning of some cryptic comment with arrows pointing to a doodled diagram may have evaporated. Once you start applying one of the several note-taking methods we’ll show you, such nightmares will be a thing of the past.
Deal with technical subjects and jargon so that your notes are meaningful
Where the meeting includes a lot of technical jargon and detail, it’s easy to lose track. There are ways around the problem, however, so even if you’re a complete technophobe we’ll make sure you’re covered in glory when your minutes are circulated.
Use technology for minute taking
Whilst there is much research to indicate advantages in tasking minutes by paper and pen this course will also look at technology that can help you take highly effective notes and minutes. We will have a look at:
- How you can record audio (and video) in MS OneNote Transcribing in MS Word (in multiple languages)
- Use MS PowerPoint for live subtitles (again in multiple languages)
- How MS Teams can enable you to record meetings, live captions, transcribe your meetings
- 10 non Microsoft apps and software you may consider using for notes and minutes
- We will also look at recordings of meetings to understand good and bad etiquette
Your course fee includes:
-Pre & post-course activity
-Handouts – 90+ pages
-Tea, coffee & hot lunch
-Today’s PA stationery
-Lifetime support from Paul Pennant