Meetings Flashcards

1
Q

Role of an Admin Assistant - Before a Meeting

A

Communicate date & time of event

Prepare & distribute event details to attendees

Liaise with venue regarding room layout

Arrange technical equipment if required

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2
Q

Role of an Admin Assistant - During a Meeting

A

Make sure attendees sign a register

Issue name badges if appropriate

Take minutes of the meeting

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3
Q

Role of an Admin Assistant - After a Meeting

A

Draft minutes for approval by Chairperson

Make a note of next meeting in the diary

Prepare Agenda for next meeting

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4
Q

Role of a Chairperson - Before a Meeting

A

Compile Agenda for the meeting

Ensure meeting is set up according to Standing Orders

Checks meeting venue meets requirements of the meeting

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5
Q

Role of a Chairperson - During a Meeting

A

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

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6
Q

Role of a Chairperson - After a Meeting

A

Liaises with Admin Assistant regarding preparation of Agenda for the next meeting

Takes follow-up actions resulting from items discussed

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7
Q

Meeting Documentation - Agenda

A

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

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8
Q

Meeting Documentation - Notice of Meeting

A

Attendees can give apologies if they’re unable to attend

Reminds staff meeting is taking place & informs them of date & time

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9
Q

Digital Technology - Collaborative Whiteboarding

A

Text can be highlighted for example on shared documentation

Often used with video conferencing

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10
Q

Digital Technology - Teams

A

Meetings can be scheduled with appointments entered into attendee’s calendars

Employees can communicate from any location with a connected device

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11
Q

Digital Technology - E-mail

A

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

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12
Q

Benefits of Technology in Meetings

A

Saves money
- No longer requires travel

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

Demonstrations can be displayed

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13
Q

Costs of Technology in Meetings

A

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

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