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Minute Taking

Duration: 1 day

Taking minutes that accurately reflect the contents and decisions of meetings, is essential in any business.

Having to turn what is discussed during meetings into reader friendly action points and getting it distributed by the appointed time, is a skill that often only comes with training.

Course Outline

  • Common grammatical rules
  • Common grammatical errors
  • Writing for clarity

Why have Minutes?

  • Record key decisions, input and action items
  • Provide - when signed by the officers of the meeting - the official record of decisions and proceedings.
  • Inform non-attendees of content of meeting
  • Provide accurate documentation of important discussions
  • Provide the basis of information e-mails, newsletters etc.

The Importance of the role of Minute Taker

  • Without accurate minutes, all of the above would be impossible

Jargon at Meetings

  • Identify jargon and clarify meaning for the benefit of those not familiar with the terms used

Listening Skills

  • The importance of listening
  • The importance of non-verbal messages
  • Barriers to listening
  • Ensuring understanding through asking for confirmation (especially if technical/unfamiliar content)

Preparation for the meeting

  • The importance of an agenda being distributed ahead of time
  • The importance of becoming slightly familiar with the topics on the agenda and doing any recommended reading/research

What needs to be recorded and what can be omitted

  • Identifying important points
  • Recording conflict issues tactfully
  • Recording accountability and timelines

Writing up the minutes

  • Layout of
  • The importance of running a spell check and grammar check
  • The importance of consistent spacing and punctuation
  • The importance of proofreading
  • Choice of and consistency of font

Distributing the minutes

  • Time frame
  • Recipients


  • At the end of the training session each delegate will be required to write sample minutes from a fictitious role-played meeting


By the end of the course the delegates will understand the importance of taking effective, grammatically correct minutes, accurately documenting action points and confirming timelines and accountability for actions.

Tel: 011 609 1264
Fax: 011 452 0138
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