Course Description

Effective meeting documentation is essential for ensuring accountability, transparency, and continuity within public sector organisations. Well-written minutes provide an accurate record of discussions, decisions, responsibilities, and follow-up actions. This programme equips participants with the knowledge and practical skills required to perform secretariat duties effectively, prepare meeting documentation, capture key information objectively, and produce clear and concise minutes of meetings.

Course Objectives

The objectives of the course are to enable participants to:

• • understand the role and responsibilities of a minute taker and meeting secretary.
• • apply effective communication principles in a public sector environment.
• • prepare structured agendas to support effective meetings.
• • listen actively and objectively capture key points from discussions.
• • identify and record decisions, actions, and responsibilities accurately.
• • use appropriate language and techniques to summarise meeting discussions.
• • prepare clear, concise, and professional minutes of meetings.
• • apply good practices when coordinating meetings and supporting the chairperson.

Learning Outcomes

By the end of this course, participants will be able to:

• • perform essential secretariat functions associated with meetings.
• • understand the purpose and importance of agendas and minutes.
• • structure and format minutes according to professional standards.
• • differentiate between discussions, decisions, and action points.
• • produce accurate and objective meeting records.
• • improve collaboration with chairpersons and meeting participants.
• • apply practical tools and templates for effective meeting documentation.

Topics covered:

• • Communication in the Public Sector
• • Understanding Meetings, Agendas and Minutes
• • Role and Responsibilities of the Minute Taker
• • Preparing Effective Minutes of Meetings
• • Techniques for Effective Minute Writing
• • Meeting Coordination and Best Practices