Note Taking at Formal Employee Meetings

Classroom or Live-Online Training

This practical and participative training course will provide attendees with the skills, techniques and confidence required to take clear and accurate notes in formal meetings such as grievance and disciplinary hearings. Delivered by HR professionals, with years of experience both chairing and note taking at formal meetings.

Note taking can be challenging, even for those with previous experience, which is why it is essential that note takers understand what they need to listen out for and then how to clearly document the points and action items from the discussions that have taken place.

This course is suitable for online or classroom delivery, we can also tailor the training to focus specifically on note taking during online meetings and the challenges the online environment can bring.

As with all our courses, we will work with you to create the perfect course to fit your needs but below you will find suggestions for six one-hour modules.

✔️ Suitable for 1-12 attendees per session (one-to-one sessions with a slightly amended exercises).

✔️ Course length 1-6 hours. Build your own course by selecting the modules which are most relevant to you or your business.

✔️ Face-to-face or VILT (virtual instructor led training).

Get in touch! 👋

Process and Preparation

  • The note taker’s role in both informal and formal meetings.
  • Preparing for meetings and using templates for structuring notes.
  • Exploring different styles of note taking for meetings.
  • Using recordings to support a written record.
  • Benefits vs pitfalls of touch typing/handwritten notes.
  • Getting notes signed by those at the meeting.
  • Finalising your notes post meeting.

Active listening

(A very practical session)

  • The importance of having and using good listening skills.
  • What to do when the note taker falls behind or misses a segment.
  • Strategies to stop note takers falling behind.
  • Things that can impact concentration and how to minimise them.
  • Developing and practising listening skills.
  • Difficulties/differences taking notes during online meetings.

Tech to support note taking

  • What can those chairing a meeting do to take notes if there is no note taker available?
  • Can video call recordings be taken and saved?
  • Using phones to record meetings.
  • Using apps to record meetings and create notes – let’s practise!
  • Data protection issues around recording, storing recordings and using personal devices to record.

Legal and practical issues 

  • A legal insight into what notetakers should be listening for in HR meetings.
  • Identifying a conflict of interest/knowing when you should not be note taker.
  • What should and shouldn’t be included in your notes - what Tribunals tend to criticise or dislike when notes are submitted.
  • Avoiding interpretation.
  • Staying calm in emotional or stressful situations.
  • Taking breaks/asking for an adjournment.
  • Understanding data protection issues in relation to note taking.
  • Meeting etiquette/management during online meetings.

Reducing bias

  • Looking at unconscious biases that can impact our note taking.
  • A focus on confirmation bias.
  • When our emotional responses to a meeting or person create bias.
  • Recognising Bias*

*Is there an illusion or assumption of equity? Does the language or accent used impact our understanding? Are there assumptions made about traits such as religious belief or culture? Does bias occur when we simply ‘don’t believe’? Is our hearing sometimes ‘selective’? Have we inadvertently stereotyped those in the meeting? Do we dismiss or fail to hear that which we find uncomfortable?

Practice makes perfect!

A practical session which will give you the opportunity to take a range of notes: face to face; by telephone; on video call.

Exercises focussing on producing clear and concise notes and ensuring the key points are noted.

A quiz…

  • Understanding the key legal issues at play
  • Understanding the role of a note taker
  • Recognising when bias is occurring

Questions about this course?

Get in touch, we'd love to hear from you...

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