Effective Meetings & Minutes Taking
SKILLS FOR SECRETARIES, ADMINISTRATORS & SUPPORT STAFF
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.
This intensive training is customized to meet present and future challenges staff of all levels face in writing minutes of meeting effectively.
The participants will know how to:
- Conduct meetings effectively
- Prepare and handle professional meeting related documents
- Take good meeting minutes
- Handle different personalities in the meeting
- Conduct meetings effectively and productively
- Observe essential business ethics
- Types of meetings
- Importance of meetings
2. THE CHAIRPERSON
- The characteristics of a chairperson
- The Chairperson’s role
BEFORE THE MEETING
3. THE AGENDA
- What is an agenda?
- The importance of agenda
- How to use agenda to make meetings more effective
4. THE CHAIRMAN’S AGENDA
- What is a Chairman’s agenda
- How to prepare chairman’s agenda
- The uses of chairman’s agenda
DURING THE MEETING
5. THE GROUNDRULES
- Instilling Punctuality & Discipline
- The non – negotiables
- The penalties
6. THE SEQUENCE OF ACTIVITIES
- Review previous meeting minutes
- Apologies of Absence
- The agenda proper
- Matters Arising
- Next meeting
7. RECORDING EFFECTIVE MINUTES
- How to use minutes during the meeting
- How to take concise, precise and accurate minutes
- Being action orientated
- Following up based on minutes
8. TECHNIQUES FOR…
- Getting members to commit
- Clarifying ambiguities
- Following up on previous work
- Handling conflicts during a meeting
9. HANDLING DIFFICULT PERSONALITIES IN A MEETING
- The quiet member
- The noisy member
- The dominant member
- The rude member
- The manipulator
- The long-winded member
AFTER THE MEETING
10. TYPES OF MINUTES
- Verbatim minutes
- Minutes of resolution
- Minutes of narration
11. FORMATS OF MINUTES
- The layout
- The purpose of different parts of minutes
- The wording
12. TAKING DOWN MINUTES
- Being sharp
- Focusing on the points
- Interrupting professionally
- Being action orientated
13. TECHNIQUES AND TOOLS FOR EASY “MINUTING”
- Appropriate format
- Saving time
- Avoiding redundant work
- Formats that could simplify your work
14. FOLLOW UP ACTIVITIES
- What to follow up
- How to follow up
- Whom to follow up
- Reporting the progress and status
15. BUSINESS ETHICS
- Handling of confidential information and documents
- Do’s and don’ts during meetings
- Ethical Body Language and conversations during meetings
- Punctuality & Integrity
A combination of class lectures, case studies or examples and group discussion. The course will be intensive but practical and highly interactive. Participants are encouraged to participate actively and to ask questions especially pertaining to specific problems. At the end of the session there will be a question-and-answer session to allow participants enough time to seek answers to grey areas and to seek clarifications to any misconceptions or problems they may have regarding the subject concerned to the course. There will also be some indoor experiential activities to enhance learning.
Azmi Shahrin was born in Ipoh and received his early education at St. Michael’s Institution, Ipoh and Malay College Kuala Kangsar. He won a Shell Scholarship to further his studies at the University of Kent, United Kingdom where he graduated with a Bachelor’s degree in Accounting and Economics. He subsequently obtained a Master’s degree in Economics from the University of Malaya (2009) and he is currently a PhD candidate at the same university. He has been a member of MENSA since 1989. He has had more than a decade’s working experience in managing marketing communications, distribution channels and product branding with several companies including Shell Malaysia Trading Sdn. Bhd. and Maxis Communications Bhd. However, destiny was calling and in 2003, he quit his well paid job to become a trainer.
Azmi owes the turning point of his life to Toastmasters. In 1998, he joined Extol Toastmasters Club to sharpen his presentation and communication skills. He was President of the club in 2005-2006. He was also instrumental in the founding of Kelab Pidato Perdana (a Malay language Public Speaking club) where he served as President in 2004-2005 and is currently the Chief Trainer. In 2007-2008, He was Governor of Division W (of District 51 of Toastmasters International) and had the responsibility to oversee 32 clubs. He has also won many prizes in speech contests over the years and awards for excellent leadership and dedicated service, such as the Division C Toastmaster of the Year 2004-2005 award. He is also a trainer with the Toastmasters Leadership Institute. In 2006, he achieved Toastmasters’ highest award, which carries the title of “Distinguished Toastmaster” (DTM). All these enabled him to launch and excel at his new career as a public speaker and Presentation Skills trainer.
In 2015, Azmi has achieved the Gold Award Certificate for Test of English in Communication (TOEIC) scoring the maximum score of 495 for both the listening and reading components. This makes him a qualified trainer for TOEIC courses.
In the past 12 years as full-time trainer, Azmi has conducted training for the private/corporate sector, the government sector, educational establishments as well as members of the public. He has trained over 11,000 adults and students. While he specializes in public speaking and presentation skills, he is also competent in related areas such as communication skills, interpersonal skills, negotiation skills, English language skills and leadership skills. He regularly consults for Triple A Training, Proskills Trainers, Asia iKnowledge, Maslow Trainers and Consultants, Knowledge Paragon, Compass Mind Asia, SubHills, Aqalivista, Emerge Knowledge Connection, IVC and several other training providers.
LIST OF CLIENTS
Agility Logistics, Agreyia HCD (Asia) Sdn Bhd, Alcon Laboratories (M) Sdn Bhd, Ambangan Heights Sdn Bhd, American Air Filter Manufacturing Sdn Bhd, Amway Malaysia, Anamitra Consultancy, Asia iKnowledge Sdn Bhd, Bandar Utama City Corporation, Bank Rakyat, BERNAMA, Blackgold Oil & Gas Sdn Bhd, Capital Events, CCM Bhd, Celcom, CIMB Aviva Assurance Bhd, CIMB Bank, CMA CGM, Credit Guarantee Corporation (CGC), Cyberview Bhd, Dewan Bandaraya Kuala Lumpur (DBKL), Department of Occupational Safety and Health, Department of Statistics Malaysia, DK Leather Corporation Bhd, Disitu Holdings Sdn Bhd, Domino’s Pizza Malaysia, DRB-HICOM, Dynamic Speakers Training Centre, Eastern Pacific Industrial Corporation Bhd, e-Cop.net Surveillance Sdn Bhd, Edaran Bhd, Election Commission of Malaysia, Elite Essential Sdn Bhd, Elken Sdn Bhd, Employees Provident Fund (EPF), EXIM Bank, External Trade Development Corporation (MATRADE), Federal Agricultural Marketing Authority (FAMA),Parkson Corporation Sdn Bhd, Pejabat Daerah & Tanah Petaling, Penang State Secretariat, Permodalan Nasional Bhd (PNB), Petrofac-RNZ, Petronas Chemicals Methanol Sdn Bhd, Petronas Educational Sponsorship Unit, Philips Malaysia, Politeknik Merlimau, Projek Lintasan Kota Holdings Sdn Bhd (PROLINTAS), Puncak Niaga Bhd, Pusat Pembelajaran Presint 8, Pusat Pembelajaran Presint 16, Pusat Tuisyen Kurnia, Pusat Tuisyen Restu Jaya, Putrajaya International Convention Centre (PICC), RapidKL, Revell Sdn Bhd, RBC Investor Services Malaysia Sdn Bhd, Rukun Tetangga Kawasan SS 23, SapuraKencana Petroleum Bhd, Sapura Thales Electronics Sdn Bhd, Secretariat of the National Institutes of Health, Securities Commission Malaysia, Sekolah Darul Hikmah, Sekolah Dato’ Abdul Razak (SDAR), Sepakat Setia Perunding Sdn Bhd, Sepang International Circuit (SIC), Shelter Home for Children, Significant Technologies Sdn Bhd, Sime Darby Austral Sdn Bhd, Sime Darby Plantation Sdn Bhd, Sime Darby Properties Sdn Bhd, SIRIM, Small Medium Enterprise Development Bank Malaysia Bhd (SME Bank), SMK Gunung Rapat, SMK Jalan Empat, SMK King George V, SMK Puncak Alam, SMK (P) Sri Aman, SMK Sri Bintang Utara, SM Sains Hulu Selangor, SM Sains Seremban, SM Sains Tuanku Jaafar, Stars & Planet Edufun Club, Student Empowerment Research Unit (SERU), Suruhanjaya Pilihan Raya (SPR), Sun Insurance, Suria Business Solutions Sdn Bhd, Syarikat Bekalan Air Selangor (SYABAS), Takaful Ikhlas, Talisman Malaysia Ltd, Tan Chong Motor Assembly, TATi University College, Teknion Furniture Systems Sdn Bhd, Tepat Teknik Sdn Bhd, TIME dotCom Bhd, Tenaga Nasional Bhd (TNB), Toko Electronic (Sarawak) Sdn Bhd, Tourism Malaysia, Tradewinds Bhd, Transocean Malaysia, Triple A Training, Tunku Kurshiah College (TKC), UDA Holdings Bhd, UEM Group Bhd, UNIKL, Universiti Kebangsaan Malaysia, Universiti Malaysia Pahang, Universiti Putra Malaysia, Universiti Teknologi Malaysia (International Business School), Universiti Teknologi MARA, University College Sedaya International, University of Malaya, Vishay Semiconductor Sdn Bhd, Zenith Bizness Excellence Sdn Bhd, 1Malaysia Training Program, U Mobile Sdn Bhd, UMW Oil & Gas Corporation Bhd, etc.