Meetings Flashcards
Notice of Meeting
Shows what the meeting is as well as where and when
Agenda
Gives meeting structure says what will be discussed always has:
Apologies for absences
Minutes of previous meeting
Matters arising
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AOB (Any Other Business)
Chairpersons Agenda
Just the agenda but with additional speaking points for the chairperson
Minutes
Written record of things that were discussed/decided at the meeting
Action minutes
Minutes but shows what tasks were decided and who is doing them
Before meeting Chairperson Responsibilities
Make sure meeting is set up and run by organisation rules
Ensure previous minutes are correct
Work with secretary to ensure minutes are correct
During meeting Chairperson Responsibilities
Ensure everyone gets a chance to talk
Start meeting on time so it doesn’t overrun
Sign minutes when everyone has agreed to them
After meeting Chairperson Responsibilities
Take any follow up action if required
Work with secretary to prepare draft minutes and agenda for next meeting
Before meeting Secretary Responsibilities
Book venue for the meeting
Prepare chairperson agenda
Put up direction signs
During meeting Secretary Responsibilities
Assist chairperson in meeting
Take notes so minutes can be drafted
Take separate notes of anything chairperson/secretary needs to do
After meeting Secretary Responsibility
Begin agenda for next meeting
Draft minutes asap and send to chairperson
Make note of next meeting and add to chairpersons diary
Efficient way of communicating with attendees
All paperwork can be sent via email
A group address or distribution list can be created to send one email to multiple people
Ediary
Saves time when planning meetings
Can make automatic entries in to all attendees diary, in case they forget
Can look at all ediarys and choose a free date/time to avoid clashes
iPads / Smartphones
Similar to video/audio conferencing
Useful if people cannot access video conferencing
Many phones may not have this ability
Web Conferencing
People do not need to attend on place, saves time and money
Can be used to hold meetings with people in various locations
Can be problems with time lapses and weather
Audio conferencing
Like web conferencing without the pictures
loud speakers are used so that everyone can hear and take an active part
Intranets / Networks
LAN, WAN, Internet
Allows computer to be connected to share info / communicate online
Secure user groups can be set up to allow members to communicate
Shared Platforms (Google / Teams)
Allow participants to access diaries and shared docs
Allows people to collaborate without need for meeting
Participants can view a common doc and edit it ensuring change is tracked
Interactive Whiteboards
Complements web conferencing
People can highlight and draw on it without changing the original document
One computer is used as the host and everyone else can see it on their screen
Software Packages
PP - Can be used to convey your point in presentable manner
W - Can be used to write minutes, notes, agendas
S - Can store info like sales and be made into charts making the info more presentable
