Meetings and Event Planning

Question 1

Chairpersons responsibility BEFORE a meeting

Answer 1

• Make sure the meeting is set up and run according to the rules of the organisation.
• Chairperson must be familiar with the organisations Standing Orders in case there is a dispute about procedure.
• Ensure the previous minutes are a correct record - must liaise with the admin assistant before the meeting to ensure the minutes from the last meeting are prepared and checked.

Question 2

Chairpersons responsibilities DURING a meeting

Answer 2

• Start the meeting punctually
• Sign the previous minutes as a correct record once all members have agreed.
• Work consistently through the agenda explaining clearly the item being discussed.
• Ensure everyone has the opportunity to speak and that discussion is kept to the point.
• Prevent over-talkative members from holding the floor and encourage quieter members to have their say.
• Ensure that all who speak address the Chair, to keep order with one conversation happening at once.
• Decide when discussion has gone on long enough and sum up conclusions reached in an unbiased manner.
• Maintain good order, ensuring participants are courteous, polite and non-agressive.
• Put matters to the vote, declare the results of voting and summarise decisions so they can be recorded properly.
• Close or adjourn the meeting formally.

Question 3

Chairpersons responsibilities AFTER a meeting

Answer 3

• Take any appropriate follow-up action required, as agreed.
• Liaise with the admin assistant regarding the preparation of the draft minutes and the next agenda.

Question 4

Duties of the admin assistant BEFORE a meeting

Answer 4

• Book a suitable venue/accommodation for the meeting - this will be determined by the type of meeting and whether it is to be held internally or externally.
• Note in your diary the date, time, place and nature of the meeting.
• Open a file for the meeting into which can be placed papers or notes of items in connection with the meeting.
• Draft a Notice of Meeting and Agenda and present it to the Chairperson for approval.
• Prepare and distribute the approved Notice of Meeting and Agenda to those members entitled to attend. Attach any additional papers and the minutes of the last meeting if not already circulated.
• Make extra copies of the Agenda, any additional papers and the Minutes of the last meeting for back-up at the actual meeting.
• Carefully note any apologies for absence that are received. The Chairperson may wish you to obtain statements or documents from members who cannot be present but whose knowledge or opinions would’ve been sought.
• Arrange for any name cards if people are present who don’t know each other and organise a seating plan as necessary.
• Arrange refreshments, audio visual aids, car parking spaces and special needs requirements such as wheelchair access.
• Prepare the Chairpersons agenda.
• Place a copy of the Minutes of the previous meeting in the Minute Bok ready for the Chairperson’s signature during the meeting.
• Have an attendance register or sheet prepared for completion at the meeting. Important if a large attendance is expected.
• Ensure there are stocks of pencils, paper and notebooks. Look out documents or files which may require to be referred to at the meeting.
• Notify the press if the meeting is a public one, or if it is appropriate that a report should appear in the newspaper.

Question 5

Duties of the admin assistant BEFORE THE MEETING STARTS

Answer 5

• Ensure the reception is aware of the meeting and provide reception with a list of those attending.
• Put up direction signs to the meeting room.
• Place a ‘Meeting in Progress’ notice on the door.
• Check the room before the meeting to ensure that it is organised the way you want it and that there is suitable heating, lighting and ventilation.
• Check that water jugs, glasses, stationary and audio visual aids are in position and that refreshments will be served at an appropriate time.
• Confirm parking arrangements.
• Arrange with the switchboard to re-route calls or take messages whilst the meeting is in progress.
• Collect all necessary files and documents which may be called upon during the meeting, including the attendance register, and spare copies of the Agenda and Minutes if the previous meeting.

Question 6

Duties of an admin assistant DURING the meeting

Answer 6

• Read the minutes of the previous meeting, letters of apology and any other correspondence.
• Ensure that the Chairperson signs the previous Minutes and signs any alterations.
• Assist the Chairperson throughout the meeting with files, papers, Agenda, etc.
• Take notes summarising all the proceedings at the meeting so that the Minutes can be drafted after the meeting or write down the action to be taken, by whom and for what date if only Action Minutes are required.
• Make a separate note of any action to be taken by you and/or the Chairperson.
• Check that all those present have signed the Attendance Register.

Question 7

Duties of the admin assistant AFTER the meeting

Answer 7

• Remove the ‘Meeting in Progress’ sign and direction signs.
• Clear the room and leave it tidy. Check that no one has left anything behind.
• If necessary, notify the catering staff that they may collect the unused refreshments.
• Notify the switchboard that the meeting has finished.
• Draft the Minutes of the meeting as soon after the meeting as possible, when the discussion is fresh in your mind and then check the draft Minutes with the Chairperson.
• Send out the agreed Minutes before the next meeting or keep the Minutes aside to be sent out with the next Notice of Meeting and Agenda for the next meeting.
• Prepare a note of any issues to be dealt with by the Chairperson and pass it to the Chairperson.
• Remind any members who have agreed to take any action following on from the meeting.
• Record the date and any other important information about the next meeting in the Chairperson’s diary and your diary - if electronic diaries are used you may be responsible for updating the diaries of relevant members.
• Make a note in your diary to remind you when the next Notice of Meeting and Agenda should be sent out for the next meeting.
• Begin to draft the Agenda for the next meeting.
• Attend to any necessary correspondence and prepare thank you letters, as appropriate, for the Chairperson’s signature.

Question 8

Consequences of inadequate preparation for meetings

Answer 8

• If all those entitled to attend did not receive the Notice of Meeting and Agenda the numbers at the meeting will be affected - possibly the quorum would not be reached and the meeting would have to be postponed.
• If the Agenda was not carefully planned the meeting might not cover important topics, or might overrun.
• If the Chairperson was not well briefed, this would show during the discussion and might lead to poor decisions being taken.
• If the venue booked was not suitable this could create problems - the room might be too small, or not set up as desired; it could even be double booked.

Question 9

Benefits of recording the key issues and decisions of a meeting using Minutes or Action Minutes

Answer 9

• Proof is provided of what was discussed.
• Decisions made are recorded
• Any action required by members is highlighted - the Minutes can be a useful reminder
• They inform absentees, or interested non-members, about what took place at the meeting
• Action Minutes are more concise and easier to follow than traditional Minutes.

Question 10

E-diary

Answer 10

These are electronic diaries which can be used to send automatic invites to those attending a meeting.

• An instant accept or decline can be given.
• A meeting reminder can be set.
• Important documents can also be attached.
• E-diaries are easily accessible from smart phones which make them useful in the planning of events and meetings. The details of recurring meetings can be entered once and then set for different dates.
• An e-diary will alert users to any appointments that would result in a double booking.

Question 11

Database

Answer 11

May be used to search/query for the appropriate attendees to invite to a meeting (e.g. suppliers).
May also be used to store details on venues.

Question 12

Word

Answer 12

Used to create Minutes and Action Minutes. The use of tables, formatting options such as bold and underline and spell check can ensure the document looks professional.

Question 13

Presentation Software

Answer 13

PowerPoint and Google Slides can be used to help display information in a more interesting way at a meeting.

• Slides can be animated and music added.
• Speaker notes can also be added to help the meeting stay on track and flow.
• Action buttons can be used for ease of movement between slides.
• Slides can be printed in different formats for use during the meeting.

Question 14

E-mail

Answer 14

• Electronic mail sent to invitees may include the Notice of Meeting and Agenda.
• Important documents for the meeting can be attached.
• A delivery receipt and read receipt can be requested and issued so the sender knows that the e-mail has been received and read.
• Following the meeting the Minutes can be sent to all the attendees as long as their e-mail addresses are known.
• E-mail can be used 24/7 and so is useful when working over different time zones.

Question 15

Video-conferencing/Audio Conferencing

Answer 15

Can be used to hold remote meetings. See google slides on Meetings for pros and cons.

Question 16

Cloud Based Software

Answer 16

Cloud based software and storage means that attendees of the meeting can access the documents they need from a remote server meaning they can be prepared for the meeting.