Organise and Support Meetings

Face to face duration: 2 days

Course Objectives

This two (2) day course is designed to equip students with the skills and knowledge required to organise meetings, make meeting arrangements, liaise with participants, develop and distribute meeting related documentation, oversee the meeting preparation processes, chair meetings, organise the minutes and report meeting outcomes.

Learning Outcomes

Upon completion of this course, students will be able to:

  1. Identify type of meeting and its purpose
  2. Develop agenda in line with stated meeting purpose
  3. Ensure style and structure of meeting are appropriate to its purpose
  4. Identify and comply with any legal or ethical requirements
  5. Identify meeting participants and notify them in accordance with organisational procedures
  6. Confirm meeting arrangements in accordance with requirements of meeting
  7. Despatch meeting papers to participants within designated time lines
  8. Chair meetings in accordance with organisational requirements
  9. Conduct meetings to ensure they are focused, time efficient and achieve outcomes
  10. Ensure meeting facilitation enables participation, discussion, problem-solving and resolution of issues
  11. Take notes with the required speed and accuracy to ensure an accurate record of the meeting
  12. Produce minutes that reflect a true and accurate account of the meeting
  13. Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting, and are formatted in accordance with organisational procedures
  14. Despatch copies of minutes within designated time lines

Benefits

  • Identify different types of meetings and their appropriate uses
  • Understand the steps involved in preparing a meeting
  • Identify the documentation involved in meetings and consider what documents should be used in varying situations
  • Consider the importance of an agenda
  • Learn how to write a professional agenda
  • Consider meeting participants and plan accordingly
  • Cultural competence in meetings
  • Understand the responsibilities involved in conducting meetings
  • Identify ways in which participation can be encouraged and maximized
  • Learn how to take effective and accurate meeting minutes
  • Understanding the importance of meeting minutes
  • Identifying the importance of accurate and well edited meeting minutes
  • Understand when to dispatch meeting minutes and to whom

Topics

  • Types of meetings
  • Preparing for a meeting
  • Preparing meeting documents
  • Agendas
  • Considering the participants
  • Cultural competence
  • Encouraging meeting participation
  • Meeting minutes

Audience

  • Administrators, managers and anyone who is responsible for the organisation and/or support of meetings within their organisation

Format

  • Pair and group activities (physical and mental)
  • Videos
  • Role plays

Program Outline

Day One

  • Types of meetings
  • Making meeting arrangements
  • Preparing documentation for meetings
  • Writing a meeting agenda
  • Participant consideration

Day Two

  • Conducting meetings
  • Allowing for participation
  • Recording and producing meeting minutes
  • Following up meetings

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Testimonials

"The Student Manual is a logical, carefully thought through and well presented document. The face-to-face facilitators are helpful, patient, knowledgeable and passionate. Thank you for the time and effort that blueVisions have put into preparing and supporting this course."

David Thorpe iiNet Australia

"Your personal contribution to our training has been invaluable. Your infectious high spirits and genuine want for our success have shone through. I sincerely thank you for your efforts over the past two years."

Stephen Davies Group Manager, Construction Services Group, NSW

"Your course made me realise how irrelevant what I was learning through my university course actually was to my job. Due to this, I will be seeking to complete the remainder of the modules in this diploma through blueVisions."

Damien Bleeker Project Coordinator, Liverpool City Council, NSW

"Thank you for a wonderful course....This has been by far the best development course I've ever been a part of."

David Darcy LSPSPO - Defence Materiel Organisation

"Having sat in at various times in both courses, as well as being present for the final summary and feedback sessions I was really impressed with the positive feedback and outcomes. The blueVisions trainers did an awesome job and really motivated and inspired both groups. The level of the course was spot on for each group."

Brian Clarke Leadership Development Coordinator, Gasco