Meetings

• Documents used for a meeting

  Agenda, notice, minutes
• Agenda


  Sets out what topics will be discussed and in what order
• Notice


  Tells members where the meeting will be he,d including date place time
• Minutes


  Official record of what has been said

  
  

  Can be referred to if clarification is needed on what was agreed
• Role of the secretary/ admin assistant before a meeting AENDAP

  Book accommodation in advance and receive confirmation

  Ensure any special equipment is order in advance

  Prepare name badges

  Appropriate documents must be circulated

  Make a note of apologies

  Inform the press if the meeting is open to the public
• Role of the secretary on the day of a meeting RRSAP

  Check the room is satisfactory

  Inform reception of the meeting so members can be directed

  Ensure a meeting in progress sign is put up

  Attendance list is available

  Have a copy of previous minutes for chairperson to sign
• Role of the secretary during the meeting

  Ensure they are seated next to the secretary so that the appropriate documents can be passed over

  Inform the meeting of any apologies

  Ensure the chairperson signs the previous minutes

  Ensure the attendance list has been signed

  Take notes of any actions to be followed up
• Role of the secretary after a meeting

  Clear and tide the room

  Remove any signs

  Read over notes and key in minutes

  Check with chairperson that the minutes are accurate

  Prepare a list of actions to be completed by the next meeting

  Ensure any documents used during the meeting are stored safely

  Start compelling the agenda for the next meeting
• Consequences of inadequate preparation

  Reputation of the organisation and assistant will suffer if arrangements are not what they should be

  Meeting may have to be postpones which leads to missed opportunities

  Meeting runs over time as not enough thought has gone into each topic and how long it should be discussed

  Decisions may be flawed if appropriate material is not available
• Role of the chairperson


  Controls the meeting and ensures it is conducted according to the rules

  Make sure a quorum is present to ensure decisions are valid

  Start and end the meeting on time

  Sign the previous minutes

  Ensure the wording of any motions are clear

  Judge when there has been sufficient discussions and draw them to a close so a vote can be taken
• Use of ediary for conducting meetings

  Appropriate days and times can be selected to suit everyone

  Allows the secretary to flag up key days( to order equipment or send out notice)

  Allows the secretary to invite members and once they have accepted the invitation it will appear in their diary automatically
• Use of email in conducting a meeting

  A mailing list can be created for all members which can be used to send out the notice and agenda

  Delivery or receipt can be requested to give proof that members have received and opened the email

  A paper copy can be printed of the notice and agenda if necessary
• Advantages of video conferencing in conducting a meeting

  Face-to-face communication allows instant clarification

  It can be recorded for members that weren't present to allow them to keep up-to-date on any discussions and decisions

  Saves the organisation money for travel and accommodation as these costs do not have to be met
• Disadvantagesof video conferencing in conducting a meeting

  Technical issues can arise which leads to the meeting being abandoned without decisions being made

  Hiring conference equipment can be expensive

  It is difficult for the chairperson to ensure all members have their say
• Use of word processing in a meeting


  Labels can be used to create name badges

  Spellcheck can be used to check the accuracy

  Formatting can be used to enhance the minutes and make them look more professional

  Key information and the notice can be highlighted to stand out
• Use of database in a meeting

  Mail merge can be used to send out the notice with each members details

  Queries can be used to search for information on employees with dietary requirements or disability considerations

  Reports can be created for topics that need to be discussed
• Use of presentation software in a meeting

  Handouts can be prepared with information on topics that will be discussed and these can be taken by members for future use

  Music, animations, and transitions can be added to make information more interesting and attention grabbing
• Comparison of formal and action minutes

  Both formal and action minutes state who was present

  Both formal and actual minutes state tasks must be done by who and when

  Both formal and action minutes state the type of meeting, date and venue

  Formal minutes detail discussions which take place and decisions arising whereas action minutes only recorded tasks and duties to be completed
• Features of minutes


  The language is formal and uses business terms

  Arguments are not recorded, only resolutions or decisions

  Resolutions must be recorded exactly as given in the meeting

  Action minutes must be noted

  Once the group has agreed the minutes are accurate, the chairperson must say in it

  Minutes are often numbered like the agenda