DAY 1 — Advanced Report Writing Essentials
Report Writing Fundamentals and Quality Essentials
- Tools, techniques, and the value of an effective report writing process
- Applying quality principles: report writing maturity levels and getting it right first time
Data, Information, and Structure Essentials
- Translating raw data into usable information
- Information mapping: analysis, organisation, and presentation
Using AI Tools for Report Writing Essentials
- Overview of current AI writing tools (e.g., ChatGPT, Claude, Grammarly) for outlining, drafting, and summarising
- Verifying AI-generated content for accuracy before inclusion in a formal report
DAY 2 — Meeting Management and Minute Taking Essentials
Meeting Preparation and Agendas Essentials
- Purpose and type of meeting, selecting the right participants
- Developing and preparing an effective agenda
Minute Taking Essentials
- Rights and obligations of the minute-taker, and note-taking formats
- Summarising accurately: direct vs. indirect speech, tone, and grammar
Using AI Meeting Tools Essentials
- Overview of current AI transcription and meeting note tools (e.g., Fireflies.ai, Otter.ai, Microsoft Teams and Zoom AI Companions) for automatic transcription and action item extraction
- The minute-taker's continuing role: reviewing, correcting, and formally approving AI-generated draft minutes before distribution
DAY 3 — Presentation Skills Essentials
Planning and Developing Presentations Essentials
- Researching content and identifying information sources
- Planning and developing a presentation for your audience
Delivering Presentations Essentials
- Using PowerPoint and audio-visual tools professionally, including current AI-assisted design tools (e.g., Microsoft Copilot, Gamma) for building slide drafts
- Verbal and non-verbal delivery, and handling questions and objections
Day 1: Advanced Report Writing Fundamentals
Understanding the Value of Report Writing
- Tools and techniques for advanced report writing, and building an effective, repeatable process
- Why technical reports are required: investigating complaints, validating processes, and providing project reference material
- The value of reports as organisational reference material and documentary evidence
- Reports are only of value if they are based on fact, accessible, accurate, complete, and compiled by competent people
Report Writing Quality and Process Maturity
- Applying total quality principles to report writing: conformance to requirements, zero defects, and ‘do it right first time’
- The five levels of report writing process maturity, from Level 0 (Oblivious, reports written by whoever has time) through Level 4 (Managed and sustainable, with a robust process in place)
Day 2: Data, Information, and Report Structure
From Raw Data to Usable Information
- Gathering raw data, and why raw data alone is of limited use in a report
- Translating data into information: increased knowledge, understanding, and usefulness
Information Uses and Mapping
- The three main uses of information: planning, monitoring, and controlling activities
- Information mapping: analysis (purpose, audience needs, information types), organisation (structure), and presentation (formatting for the intended audience)
Using AI Tools for Report Writing
- Current AI writing tools (e.g., ChatGPT, Claude, Grammarly) and where each is strongest: outlining, summarising large or messy information, and brainstorming
- Prompting AI tools effectively, and recognising their limitations, including the risk of confident but inaccurate (“hallucinated”) content
- Verifying AI-assisted drafts against source data before finalising a report
Day 3: Meeting Preparation, Agendas, and Minute Taking
Meeting Preparation and Participant Selection
- Purpose of the meeting and which type of meeting suits your needs
- Having the right people at the right meeting, and qualities of an effective meeting leader
- Forms of meeting notice, and roles and responsibilities of attendees
Developing Agendas and Planning for Meetings
- Preparing and developing the agenda, and identifying key participants and meeting outcomes
- Rights and obligations of the minute-taker, and note-taking formats
- Types of minutes, meeting logistics, and briefing minute-takers and guest speakers
Minute Taking Skills and Language
- Core competencies minute-takers need, and the purpose of minutes
- Summarising points using brief, clear, and accurate language
- The difference between direct and indirect speech, active versus passive language, and using reported speech correctly
- Selecting the right level of formality, and getting your grammar right
Using AI Meeting and Transcription Tools
- Current AI meeting transcription and note-taking tools (e.g., Fireflies.ai, Otter.ai, Fathom, Microsoft Teams and Zoom AI Companions) and how they identify speakers, extract action items, and generate summaries automatically
- The minute-taker's continuing responsibility: reviewing, correcting, and formally approving AI-generated draft minutes before they are distributed as the official record
- Data privacy and confidentiality considerations when using third-party AI transcription tools for sensitive meetings
Day 4: Conducting Meetings and Delivering Presentations
Conducting an Effective Meeting
- Creating an open atmosphere and building rapport between group members
- Brainstorming, problem solving, and arriving at win/win decisions
- Handling dominant and disruptive participants, and encouraging equal airtime for quieter participants
Managing Conflict in Meetings
- Types of conflict, and reducing the opportunity for conflict to arise
- Spotting potential conflicts early and resolving them
- Turning conflict and tension into a positive force
Researching and Planning a Presentation
- Identifying and describing sources of information
- Collecting, analysing, and interpreting information for presentation
- Planning a presentation to meet specific audience needs
Day 5: Presentation Design, Delivery, and Follow-Through
Developing and Designing Presentations
- Developing and delivering a presentation for a group or individual
- Adding, modifying, and manipulating drawn objects, charts, and images within a slide
- Applying animation and transitions, and saving presentations in different file formats
- Using current AI-assisted presentation design tools (e.g., Microsoft Copilot for PowerPoint, Gamma) to generate first-draft slide structures and visuals, then refining them for accuracy and brand alignment
Delivering Oral Presentations with Confidence
- Using verbal and non-verbal communication skills to make an effective presentation
- Maintaining good poise during a presentation
- Handling questions and overcoming objections effectively
Closing Meetings and Following Through
- Summarising key points and making clear decisions
- Post-meeting evaluation, action planning, and establishing follow-up learning needs
- Following through on meetings and using a meeting advantage planner to time-activate follow-through
