Meetings Flashcards
What are the purposes of meetings?
- to discuss and generate ideas
- to consult on issues and problem solve
- to motivate and for team building
- to set targets and objectives
- to plan and make decisions
What procedures should take place to ensure meetings are effective?
- plan the meeting first
- make sure it has a clear purpose
- prepare an agenda and circulate before the meeting
- set a time limit for the meeting to last
- delegate responsibilities, keep control and agree outcomes and actions
- follow up on agreed actions
What are the consequences of poor meetings on an organisation?
- meeting may be postponed
- a badly designed agenda may lead to time wasting
- if attendees have not received the minutes or papers they might not have time to read them
- attendees may feel uncomfortable if refreshments do not include water
- an attendee may be embarrassed if no vegetarian food option is available
- if reception has not been informed of a meeting it may misdirect attendees and make them late for the meeting
- attendees may be late if parking hasn’t been arranged (even disabled parking)
- meeting could be invalid if procedures haven’t been followed
What is a chairperson?
Someone with personal skills and qualities who can control the meeting.
What is the chairperson responsible for?
- compiling the agenda
- ensure the previous minutes (notes) are correct
- ensuring there is a minimum number of people present at the start of meetings
- starting and ending the meeting on time
- keeping control of the meeting
- making sure everyone who wishes to speak gets the opportunity to
- explaining the complex issues
- making decisions
- closing and adjourning the meeting formally
After the meeting what will the chairperson do?
- liaise with the secretary regarding the preparation of the draft notes and the agenda for the next meeting
- take follow up actions from the discussions required
- make any necessary decisions between meetings, usually consultation with the secretary
What is the role of the secretary before the meeting?
- book the venue
- make sure room is ready
- order refreshments
- book any needed equipment
- make a note in diaries
- make copies of the agenda
- make a note of any apologies received
- prepare name badges
What is the role of the secretary on the day of the meeting?
- inform reception where meeting is being held
- check the room is ready, refreshments etc
- check equipment has arrived and is working
- make sure there are directions to the meeting room
- place a ‘meeting jn progress’ sign on the door
- prepare attendance register
- be in room ready to great attendees
What is the secretary’s role after the meeting?
- tidy the room and collect all unused papers
- inform reception, switchboard and catering that the meeting is finished
- draft out the notes and give a copy to chairs person
- make a note in your diary of when the agenda for the next meeting should be prepared
- follow up any actions from the meeting
- write any letter required from meeting
- make a not of date of next meeting
- contact attendees who have actions from the meeting to check that they are comfortable with what they have to do
What is ‘notice of meeting and agenda’ ?
Info regarding the notice of meeting and agenda (usually combined), this document is sent some time before the meeting to give attendees time to prepare for meeting
What is ‘formal minutes’?
Minutes are the official record of the meeting and usually taken by the secretary, usually recorded in the same order as the items appear on the agenda.
What are ‘action minutes’?
Notes that concentrate on:
- what has to be done
- who is responsible for doing it
- when it has to be done by
What is ‘chairperson agenda’?
Most often used in a formal meetings and is the same as a normal agenda but has a space on the right hand side of page for the chairperson to make notes
