Meetings

Question 1

Duties of an Admin Assistant Before a Meeting/Event:

Answer 1

Liaise with venue regarding room layout, reception, refreshments, car parking and special requirements.

Book an appropriate venue for the event, taking into consideration capacity, facilities, budget, location/infrastructure/easy to get to/transport links.

Communicate date, time, place and nature of the event - by e-mail or invite in the calendar.

Question 2

Duties of an Admin Assistant During a Meeting:

Answer 2

Make sure those attending sign an attendance register.

Issue name badges if appropriate.

Take the minutes of the meeting ensuring all discussion is properly recorded.

Question 3

Duties of an Admin Assistant After a Meeting:

Answer 3

Drafts the minutes for approval by the Chairperson.

Makes a note of the date and time of the next meeting in the diary.

Prepares the Agenda and Chairperson’s Agenda for the next meeting.

Question 4

Duties of a Chairperson Before a Meeting

Answer 4

Compiles the Agenda for the meeting.

Ensures the Admin Assistant has notified all attendees of the meeting.

Checks that the meeting venue meets the requirements of the meeting.

Question 5

Duties of a Chairperson During a Meeting:

Answer 5

Makes a casting vote if there is a tie.

Closes/adjourns the meeting.

Starts the meeting punctually and ensures it does not overrun.

Sums up discussions prior to voting, highlighting important points and clarifying misunderstandings.

Question 6

Duties of a Chairperson After a Meeting:

Answer 6

Liaises with the Admin Assistant regarding the preparation of the draft minutes and agenda for the next meeting.

Takes follow-up actions resulting from the items discussed.

Question 7

Compare Question on chairperson and admin assistant

Answer 7

The Chairperson will decide on the agenda items whereas the Admin Assistant will create the agenda and send it to attendees.

The Chairperson will inform the Admin Assistant of the requirements for a venue whereas the Admin Assistant will research and book the venue.

The Chairperson will decide/request specific equipment or requirements for the meeting whereas the Admin Assistant has to ensure the equipment is booked.

The Chairperson will work through the agenda items in order during the meeting whereas the Admin Assistant will take the minutes.

Question 8

Meeting Documentation
agenda

Answer 8

It allows members to decide if they need to attend.
It allows members to prepare thoughts and research topics.
It allows members to prepare resources required.

Question 9

Meeting Documentation
notice of meeting

Answer 9

reminds staff that the meeting is taking place and informs them of the date, time and place.
can give apologies if unable to attend.

Question 10

meeting documentation
minutes

Answer 10

official record of the meeting taken by admin assistant.
minutes from previous meeting can be read and checked for accuracy.
can inform those who missed it what was discussed.

Question 11

meeting documentation
action minutes

Answer 11

include a timescale or deadline.
similar to normal mins but theres a separate column for the person responsible for making a decision.

Question 12

comparison of minutes and action minutes

Answer 12

Both minutes and action minutes will list the names of those present at the meeting.

Both minutes and action minutes will show the date of the meeting.

Both minutes and action minutes show who is responsible for each action.

Minutes give details of decisions taken and discussions at the meeting whereas action minutes only show the action/tasks that are required to be completed.

Question 13

digital technology
E-dairy

Answer 13

a recurring monthly meeting can be entered.
the ‘to-do list/tasks’ feature can be used to set meetings task deadlines as well as view progress.
used to invite possible meeting attendees at the same time

Question 14

digital technology
video(web) conferencing

Answer 14

saves on travel and accommodation costs.
time saved can be better spent elsewhere in the company.
meetings can be recorded and reviewed at a later date.

Question 15

digital technology
audio conferencing

Answer 15

a number of people can speak to each other at the same time.
useful if a face-to-face meeting is not needed.
cannot see body language/facial expressions/presentations/demonstrations.

Question 16

Digital Technology
Collaborative Whiteboarding

Answer 16

allows meeting attendees in different locations to use the same computer program simultaneously over a network.
text can be highlighted for example on shared documentation.
often used with video (web) conferencing.

Question 17

Digital Technology
teams

Answer 17

meetings can be scheduled with appointments entered into attendees’ calendars.
means employees can communicate from any location with a connected device.
collaborative platform which allows users to share and collaborate on documents while allowing instant communication either verbally or through videoconferencing.

Question 18

digital technology
e-mail

Answer 18

documents for meetings can be attached and sent electronically.
means attendees can view the documents before they attend the meeting.
contact groups can be set up for regular quick correspondence.

Question 19

Benefits of technology/holding remote meetings:

Answer 19

Collaborative platforms allow employees to share ideas, problems & solutions.

Demonstrations can be displayed.

Financial saving - no longer require travel & accommodation.

Meetings can be planned in a shorter time frame than face to face meetings.

Question 20

Disadvantages of using technology in meetings:

Answer 20

Technology can be financially expensive to purchase, install and maintain.

Some employees find remote meetings impersonal and do not like engaging in online discussions.

Can be difficult to organise a meeting across different time zones.

Connectivity issues or technical problems could result in the meeting not going ahead.