Introduction
Effective board and executive meetings are critical to organizational governance, strategic oversight, and compliance. Poorly planned or mismanaged meetings can lead to wasted time, miscommunication, and governance failures. This training equips administrative professionals, company secretaries, executives, and board support personnel with the knowledge, tools, and best practices to plan, manage, document, and follow up on high-level meetings with efficiency, legal compliance, and professional excellence.
Participants will gain practical skills in agenda preparation, board pack management, minute taking, regulatory requirements, stakeholder engagement, and digital boardroom tools. The course integrates real-life case studies, simulations, and governance standards to ensure world-class performance.
Participants who successfully complete the course will receive a Certificate of Participation.
Course Objectives
By the end of this training, participants will be able to:
- Understand the governance role of the board and executive leadership.
- Prepare and structure effective board and executive meeting agendas.
- Facilitate efficient, time-conscious, and decision-driven meetings.
- Manage meeting documentation—board packs, notices, resolutions, and minutes.
- Align meetings with legal and regulatory compliance requirements.
- Communicate clearly with board members, executives, and external stakeholders.
- Utilize digital tools for virtual boardrooms and meeting automation.
- Handle confidential and sensitive information with professionalism.
- Manage post-meeting follow-up, action tracking, and reporting.
Who Should Attend
This course is suitable for:
- Company Secretaries and Assistant Secretaries
- Executive Assistants and Personal Assistants to CEOs/Boards
- Governance and Compliance Officers
- Administrative Professionals managing high-level meetings
- Board Liaison Officers
- Senior Managers preparing reports or documentation for boards
- NGO and institutional governance staff
- Office Managers in executive offices
- Strategy, Risk, and Legal Officers involved in board support
Course Duration
5 Days
Course Outline
Module 1: Foundations of Corporate Governance and the Role of Meetings
- Principles of Good Corporate Governance
- Types of Meetings: Board, Committee, Executive, Annual General Meeting (AGM)
- Legal and Regulatory Requirements (e.g., Company Acts, Charters, Constitutions)
- Roles of the Board, CEO, Executive Team, and the Secretariat
- Responsibilities of the Meeting Administrator
- Meeting Protocols and Hierarchies
- Understanding Board Culture and Dynamics
- Key Stakeholders: Internal and External
Exercise: Mapping a Governance Structure and Meeting Calendar
Module 2: Pre-Meeting Preparation and Agenda Management
- Meeting Planning Timelines and Schedules
- Preparing and Circulating Notice of Meeting
- Structuring the Agenda: Strategic, Operational, Compliance Items
- Timing, Prioritization, and Managing Overloaded Agendas
- Collecting and Compiling Board Packs and Briefing Materials
- Reviewing and Organizing Reports and Submissions
- Aligning Agendas with Organizational Strategy and Risk
- Board Calendar and Compliance Checklists
- Communication and Coordination with Board Members
Exercise: Drafting a Strategic Agenda and Board Pack Table of Contents
Module 3: Managing the Meeting – In-Person and Virtual
- Room/Platform Setup and Logistics for Physical and Online Meetings
- Managing Technology: Video Conferencing, e-Board Software (e.g., BoardPAC, Diligent)
- Protocols for Chairing and Speaking Order
- Role of the Meeting Secretary During Sessions
- Timing and Pacing: Managing Long Discussions
- Dealing with Difficult or Dominating Participants
- Supporting the Chair and Following Procedural Rules
- Ensuring Quorum, Conflict of Interest Disclosures, and Voting
- Use of Motions, Resolutions, and Amendments
Case Study: Handling a High-Stakes Boardroom Scenario
Module 4: Minute Taking, Resolutions, and Legal Documentation
- Purpose and Importance of Minutes
- What to Include and What to Exclude
- Writing Accurate and Neutral Meeting Minutes
- Capturing Decisions, Action Points, and Responsibilities
- Drafting Formal Resolutions
- Legal Validation and Signature Requirements
- Managing Board Records and Document Retention
- Handling Sensitive or Confidential Items
- Template: Professional Minute Format (Board and Executive)
Group Exercise: Drafting Sample Minutes from a Simulated Meeting
Module 5: Post-Meeting Follow-Up, Governance Integration, and Professionalism
- Distributing Minutes and Board Resolutions
- Action Tracking and Follow-Up Systems
- Managing Decision Logs and Board Registers
- Evaluating Meeting Effectiveness
- Continuous Improvement in Meeting Practices
- Ethics and Confidentiality in Governance Roles
- Professional Conduct, Discretion, and Communication
- Board Evaluation Tools and Feedback Loops
- Integrating Meeting Outputs into Organizational Strategy and Risk Reporting
Simulation: End-to-End Board Meeting Management
General Notes
- The instructor led trainings are delivered using a blended learning approach and comprises of presentations, guided sessions of practical exercise, web-based tutorials and group work. Our facilitators are seasoned industry experts with years of experience, working as professional and trainers in these fields.
- The participants should be reasonably proficient in English as all facilitation and course materials will be offered in English.
- Upon successful completion of this training, participants will be issued with a certificate.
- The training will be held at Kincaid Training Centre. The course fee covers the course tuition, training materials, two break refreshments and lunch.
- All participants will additionally cater for their, travel expenses, visa application, insurance, and other personal expenses.
- Accommodation and airport pickup are arranged upon request. For reservations contact the Training coordinator at Email: training@kincaiddevelopmentcenter.org or Tel: +254 724592901
- This training can also be customized to suit the needs of your institution upon request. You can have it delivered in our Kincaid Training Centre or at a convenient location.
For further inquiries, please contact us on Tel: +254 724592901 or send mail to training@kincaiddevelopmentcenter.org.
Payments are due upon registration. Payment should be sent to our Bank account before commencement of training and proof of payment sent to training@kincaiddevelopmentcenter.org.