Course in Advanced Administrative Planning Skills for Meetings

Meetings are a central pillar in shaping institutional decisions and ensuring alignment across organizational levels. However, the effectiveness of any meeting is not determined by its occurrence, but by the level of preparation, planning, and administrative structure that surrounds it. Properly planned meetings can save time, increase clarity, and deliver measurable outcomes.
Geneva Institute of Business Administration proudly offers this specialized course titled "Advanced Administrative Planning Skills for Meetings", designed to equip professionals with the tools, frameworks, and precision needed to prepare and coordinate meetings effectively—from setting clear agendas to managing follow-up responsibilities.

Target Group

• Executive managers and team leaders who conduct regular meetings.

• Meeting coordinators in both public and private institutions.

• Administrative assistants and executive secretaries responsible for organizing and documenting meetings.

• Planning officers and performance monitoring staff involved in meeting logistics.

• Public relations and client relations officers coordinating internal and external engagements.

• Professionals working in decision-making units and administrative support roles.

Objectives

• Provide participants with a structured understanding of the administrative and organizational elements of effective meetings.

• Develop skills for preparing comprehensive agendas and prioritizing meeting topics.

• Enable participants to manage attendance, assign roles, and coordinate responsibilities efficiently.

• Introduce techniques for time allocation and maintaining meeting discipline.

• Train participants in drafting formal invitations and managing communications around meetings.

• Strengthen capabilities in note-taking, documenting outcomes, and producing formal minutes.

• Equip attendees with post-meeting follow-up strategies to ensure decisions are implemented.

• Promote a results-oriented meeting culture within the organization.

Course Outline 

• Understanding the Structure of Effective Meetings

  • Key differences between productive and unproductive meetings.

  • Fundamental principles for strategic meeting planning.

  • Essential elements before and during meeting execution.

  • Characteristics of successful meetings across organizations.

• Defining Meeting Objectives and Agendas

  • How to set realistic and focused meeting goals.

  • Building a clear and well-prioritized agenda.

  • Allocating appropriate time for each agenda item.

  • Coordinating in advance with stakeholders on discussion topics.

• Managing Invitations and Notifications

  • Drafting professional and structured meeting invitations.

  • Using digital tools for sending alerts and confirmations.

  • Creating participant lists and assigning roles.

  • Following up with attendees for attendance confirmation.

• Preparing Technical and Logistical Requirements

  • Selecting a suitable venue based on the meeting type.

  • Ensuring availability of necessary audiovisual and recording tools.

  • Organizing all required documents ahead of time.

  • Coordinating hospitality and support resources.

• Time Management During Meetings

  • Starting and ending meetings on schedule.

  • Respecting the allocated time per topic.

  • Managing disruptions or deviations from the agenda.

  • Closing agenda items with clarity and discipline.

• Role Assignment and Responsibility Delegation

  • Clearly defining the roles (chairperson, presenter, recorder, observer).

  • Scheduling speaker contributions and interventions.

  • Structuring decision-making processes.

  • Managing inputs and feedback with fairness and control.

• Documenting and Writing Meeting Minutes

  • Differences between general notes and official minutes.

  • Structuring minutes based on chronological or thematic order.

  • Using clear, concise, and professional language.

  • Reviewing minutes before distribution for accuracy.

• Post-Meeting Follow-Up and Task Tracking

  • Creating an action plan for decisions made.

  • Assigning tasks and defining accountability.

  • Developing a timeline for follow-up and progress review.

  • Sending reminders and ensuring task execution.

• Using Digital Tools for Meeting Management

  • Exploring leading platforms for online and hybrid meetings.

  • Organizing virtual sessions and capturing outputs digitally.

  • Archiving meetings and decisions in digital formats.

  • Utilizing shared calendars and reminders for coordination.

• Evaluating Meeting Effectiveness and Enhancing Performance

  • Key performance indicators to assess meeting quality.

  • Tools for evaluating administrative meeting performance.

  • Using feedback to improve future sessions.

  • Developing a formal institutional meetings guide.