Meetings Flashcards
Role of an Admin Assistant - Before a Meeting
Communicate date & time of event
Prepare & distribute event details to attendees
Liaise with venue regarding room layout
Arrange technical equipment if required
Role of an Admin Assistant - During a Meeting
Make sure attendees sign a register
Issue name badges if appropriate
Take minutes of the meeting
Role of an Admin Assistant - After a Meeting
Draft minutes for approval by Chairperson
Make a note of next meeting in the diary
Prepare Agenda for next meeting
Role of a Chairperson - Before a Meeting
Compile Agenda for the meeting
Ensure meeting is set up according to Standing Orders
Checks meeting venue meets requirements of the meeting
Role of a Chairperson - During a Meeting
Ensures there’s a quorum otherwise meeting must be postponed
Starts meeting punctually & ensures it doesn’t overrun
Makes a casting vote if there’s a tie
Adjourns the meeting
Role of a Chairperson - After a Meeting
Liaises with Admin Assistant regarding preparation of Agenda for the next meeting
Takes follow-up actions resulting from items discussed
Meeting Documentation - Agenda
Allows members to decide if they need to attend
Allows members to research topics
Allows members to prepare resources required
Members will know if there’s going to be a vote
Meeting Documentation - Notice of Meeting
Attendees can give apologies if they’re unable to attend
Reminds staff meeting is taking place & informs them of date & time
Digital Technology - Collaborative Whiteboarding
Text can be highlighted for example on shared documentation
Often used with video conferencing
Digital Technology - Teams
Meetings can be scheduled with appointments entered into attendee’s calendars
Employees can communicate from any location with a connected device
Digital Technology - E-mail
Documents for meetings can be attached & sent electronically
Attendees can view the documents before they attend the meeting
Contact groups can be set up for regular quick correspondence
Benefits of Technology in Meetings
Saves money
- No longer requires travel
Meetings can be planned in a shorter time frame than face to face meetings
Demonstrations can be displayed
Costs of Technology in Meetings
Technical problems could result in the meeting not going ahead
Technology can be financially expensive to purchase
Can be difficult to organise a meeting across different time zones