3.4 Purpose, Completion And Checking Of Meeting Documentation

Question 1

Notice of meeting

Answer 1

Depending on how formal or informal the meeting is the method of notification varies.

A formal meeting such as an annual general meeting of shareholders of a PLC may involve a formal letter for the notice of meeting.

A informal notification may be a performance review between a supervisor and a work may just involve an email to even in cases a verbal notification.

KEY INFORMATION :
Date
Time
Place
Purpise
Any required preparation.

Question 2

Agenda

Answer 2

The agenda lists the items for discussion or the activities to be undertaken.

Also reconfirms the date, time and location of the meeting.

Agendas should be provided to everyone at a meeting.

Question 3

Minutes

Answer 3

Minutes are a summary of what has been discussed in a meeting.

It includes info about when’s the meeting was conducted.

Who attended and who didn’t

Once the meeting is complete a copy of the minutes will be distributed to all attendees by email.

Question 4

Conference documentation

Answer 4

A conference is a large meeting that can provide info to many people.

Question 5

Documentation for delegates

Answer 5

Internal conferences may be emailed to delegates.

Industry wide conferences will be publicised.

Invitations may be sent out to potential delegates.

Provided with conference instructions which have key info.

Question 6

Documentation for staff and presenters

Answer 6

Documentation for staff ;

Staff will require documents such as a attendance register.

Info sheet for delegates need to be available to staff to distribute to delegates.

Documentation for presenters :

Require documents that will be used during the presentationz