Meetings Flashcards
Describe the roles of the chairman before the meeting.
To check over the rules of the meeting using the file on the network.
Agrees agenda and becomes informed about items possibly by web-based research or information from the intranet.
Requests any specific IT equipment required to run the meeting or by the agenda items.
Describe the roles of the chairman during the meeting.
Open the meeting after checking after checking a quorum is present.
Sign and date previous minutes to make them the official record.
Work through agenda item in order end keep control by members addressing the chair and not deviating from topic.
Explain complex issues to ensure all participants understand.
Decide any point of order in an unbiased manner.
Summarise discussion before voting, count votes and announce results - may need to use casting votes.
Agree with members the date, time and location of next meeting.
Close or adjourn the meeting.
Describe the roles of the chairman after the meeting.
Agree the draft minutes they have received by email.
Complete any documentation and follow up action.
Describe the roles of the secretary before the meeting.
Prepare the notice and agenda using standard templates.
Gather and photocopy relevant documentation for agenda items.
Distribute documents to the participants often as email attachments.
Book suitable venue, facilities, IT equipment and arrange catering/ refreshments eg vegetarian using an on- line booking from.
Prepare name badges, signs and register using suitable software.
Describe the roles of the secretary on the day of the meeting but still before it.
Inform receptionist of expected visitors and out up direction and meeting in progress signs.
Prepare room - pens, paper, water, name plates.
Check facilities equipment and refreshments are as organised.
Describe the roles of the secretary during the meeting.
Greet attendees upon arrival and take the register.
Read minutes of last meeting, apologies and correspondents.
Note main points including actions on a tablet or similar device.
Take verbatim record of decisions - proposer, seconded and result.
Identify where electronic expenses claim forms is on the network.
Describe the roles of the secretary after the meeting.
File all documents and complete any correspondence including any follow up action, eg letters.
Type of draft minutes using standard template and email to chair for approval.
Email documents issued in meeting to absent participants.
Send out the draft minutes to members in the minutes book.
Enter date of next meeting in the appropriate electronic diaries.
