Meetings Flashcards
1
Q
Duties of an Admin Assistant Before a Meeting
A
~ book an appropriate venue for the event - capacity, facilities, budget, location, transport
- communicate date, time, place and nature of the event - email or invite in calendar
- prepare and distribute event details to attendees - directions, parking, programme
- liaise with venue - room layout, reception, refreshments, car parking, special arrangements
- arrange technical equipment - visuals, technology, projectors, microphones
- organise printing of materials - agenda and minutes of previous meeting
2
Q
Duties of an Admin Assistant During a Meeting
A
- make sure attendees sign an attendance register
- issue name badges
- take the minutes of the meeting ensuring that all discussion is properly recorded
3
Q
Duties of an Admin Assistant After a Meeting
A
- drafts the minutes of the meeting for approval by the chairperson
- makes a note of the date and time of the next meeting in the diary
- prepares the agenda and the chairperson’s agenda for the next meeting
4
Q
Duties of a Chairperson Before a Meeting
A
- compiles the agenda for the meeting
- ensures the meeting is set up according to the Standing Orders/Articles of Association
- ensures the admin assistant has notified all attendees of the meeting
- checks that the meeting venue meets the requirements of the meeting
5
Q
Duties of a Chairperson During a Meeting
A
- ensures there is a quorom (minimum number of people who need to attend according to the constitution)
- starts the meeting punctually and ensures it does not overrun
- approves the minutes of the previous meeting and signs them off after dealing with any matters arising
- allows adequate discussion time for each item on the agenda
- maintains good order ensuring participants are courteous, polite and not aggressive
- decides when there has been adequate discussion and then calls a vote ensuring compliance with constitution rules
- sums up discussion prior to voting, highlighting important points and clarifying misunderstandings
- makes a casting vote if there is a tie
- closes/adjourns the meeting
6
Q
Duties of a Chairperson After a Meeting
A
- 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
7
Q
Comparing Chairperson and Admin Assistant
A
- the chairperson decides on the agenda items and 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 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
- the admin assistant ensures that the minutes are typed up whereas the chairperson checks the accuracy of the minutes before they are distributed
8
Q
Agenda
A
- sending an agenda in advance of a meeting is a legal requirement of a plc
- allows members to decide if they need to attend
- allows members to prepare thoughts and research topics
- allows members to prepare resources required
- members will know if there is going to be a vote
- members should be able to gauge how long the meeting will take
- members can alert the chairperson of additional items to be added to the agenda
9
Q
Notice of Meeting
A
- reminds staff that the meeting is taking place and informs them of the date, time and place
- sending this in advance of a meeting is a legal requirement of a plc
- attendees can give their apologies if they are unable to attend
10
Q
Minutes
A
- the official record of the meeting
- taken by the admin assistant
- a record is made of proposer and seconder motions, any decisions that are made and any actions that need to be taken
- minutes of previous meeting can be read and checked for accuracy
- can inform those who were not at the previous meeting what was discussed
11
Q
Action Minutes
A
- similar to normal minutes except there is a separate column on the right-hand side outlining who is responsible for implementing a decision or course of action
- usually includes a timescale or deadline
12
Q
Comparing Formal Minutes and Action Minutes
A
- 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
- formal minutes are keyed in using a set layout in paragraphs whereas action minutes have a separate column on the right-hand side detailing who is responsible for implementing a decision or course of action
13
Q
Consequences of Inadequate Preparation - Notice of Meeting
A
- if notice is short, attendance will be affected
- the quorom may not be reached and the meeting cannot run
-employees may be meeting on an important decision at the meeting to do their job
14
Q
Consequences of Inadequate Preparation - Agenda not Issued
A
- important information is not issued
- people may be unprepared to have detailed discussion
- may not be able to discuss certain items
- decisions may be postponed
15
Q
Consequences of Inadequate Preparation - Poor Planning
A
- the meeting may overrun
- attendees may have to leave or return to their workplace late
- may affect productivity
- may not be able to discuss all items on the agenda
16
Q
Consequences of Inadequate Preparation - Chairperson not Briefed
A
- poor decisions may be made
- poor reputation
- employees may be frustrated
17
Q
Consequences of Inadequate Preparation - Unsuitable Venue
A
- room may be too small
- people may be uncomfortable
- access points may be unsuitable for disabled employees
18
Q
E-diary
A
- used to invite possible meeting attendees at the same time - can accept or decline immediately
- other diaries can be checked before a date and time is chosen to ensure that most people can attend
- meeting documentation can be attached to save on postage and speed
- recurring meetings can be entered
- reminders can be set which reduces the chance of non-attendance
19
Q
Web Conferencing
A
- saves on travel and accommodation costs
- body language and facial expressions can be seen
- presentations/demonstrations can be shown
- meetings can be recorded for later reference
- allows for meetings to occur more regularly between distant locations
- cheap
20
Q
Audioconferencing
A
- multiple 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 or demonstrations
21
Q
Collaborative Whiteboarding
A
- meeting attendees in different locations can use the same computer program simultaneously over a network
- text can be highlighted on shared documentation
- often used with web conferencing
22
Q
Teams
A
- users can share and collaborate on documents
- instant communication
- meetings can be scheduled with appointments entered into attendees’ calendars
- can communicate remotely
23
Q
A
- documents for meetings can be attached and sent electronically
- attendees can view the documents before they attend the meeting
- contact groups can be set up for regular quick correspondence
24
Q
Benefits of Technology to Hold Remote Meetings
A
- can communicate without travelling
- saves on travel and accommodation costs
- can be planned in a shorter time frame
- meetings can be recorded for later reference
- collaborative platforms allow employees to share ideas, problems and solutions
- demonstrations can be displayed
25
Q
Consequences of Technology to Hold Remote Meetings
A
- technical problems could result in meeting not going ahead
- appropriate security must be in place to ensure no unauthorised personnel can gain access to the information being discussed
- technology can be expensive to purchase, install and maintain
- employees may find remote meetings impersonal
- can be difficult to organise a meeting in different time zones
