Statutory and non-statutory meetings are an integral part of everyday business of successful organizations. Persons who chair meetings and those who attend and participate in meetings must all appreciate how meetings are organized, managed, how to write minutes and guide on actions to be taken to ensure implementation. Effective management of meetings maximizes productivity, saves time and resources and improves staff morale. In all the classes of meetings, prior preparation for the meeting is required. The preparations include drawing the agenda, preparation and circulation of previous meeting minutes (where applicable), confirmations of the attendance to the meeting which are all essential to secure the highest level of success of the meetings. After the meeting, the generation of accurate minutes is important as this forms the record of the decisions taken and the actions to follow. Effective minutes taking is vital for the efficiency of an organization and a good minutes taker can transform the effectiveness of a team. Lack of properly recorded minutes, leads to problems in the implementation of all the decisions made in a meeting. Further, it is important for writers of minutes to be competent in the preparation of the minutes, preparation of board papers and in guiding on action plans. It is a normal practice for one person at each meeting to be given the task of writing the minutes, although the task may be rotated. Usually, the task is for a trained Secretary. However, sometimes the task is given to persons who are not professionally trained. Anyone assigned to take minutes in Board meetings, committee meetings, special meetings and others, must take into consideration that accuracy of the information and record of the deliberations during any meeting proceedings are important and should be well reflected in the minutes.
By the end of this two days seminar, the participants will be able to:
1. Appreciate the roles in preparation and management of meetings
2. Learn skills in writing Notices and Agendas for the meetings
3. Learn skills in Writing Minutes
4. Prepare Board Papers and Follow- Up for Action Plans