Meetings and Events Flashcards
Compare the role of an Admin Assistant before a meeting with the role of a Chairperson before a meeting
The Chairperson is responsible for deciding what will go on the Agenda and informing the Admin Assistant of the preferred date and time for the meeting whereas the Admin Assistant is responsible for finding, arranging and booking a suitable venue, taking into account the number op people attending.
The chairperson is responsible for deciding on specific requests and equipment required whereas the Admin Assistant is responsible for arranging and booking the technical equipment required.
The chairperson is responsible for deciding on which attendees to invite and informing the Admin Assistant of this whereas the Admin Assistant is responsible for inviting the attendees to the meeting and ensuring they know the place, time and date of the meeting.
Both the Chairperson and the Admin Assistant work together to prepare the Notice of the meeting and the Agenda and ensuring these document shave been sent over to the attendees of the meeting making sure to send over the Minutes of the previous meeting as well.
Outline the role of the Chairperson during a meeting
Start and end the meeting on time to ensure it does not run over. Adjourn the meeting formally.
To approve the minutes `of the previous meeting and sign them off after dealing with any Matters Arising.
A good Chairperson will ensure the meeting stays under control and follows the Agenda.
Make sure everyone gets the chance to speak and judge when there has been sufficient discussion on a matter.
Set a date and time for the next meeting if appropriate and ask the group for suggestions for the Agenda.
Outline the role of an Admin Assistant during a meeting
Sit next to the Chairperson to assist them.
Read through Minutes and apologies received.
Ensure the Chairperson signs the previous meeting Minutes.
Take notes for the minutes.
Distribute expenses claim forms if required.
Outline the role of an Admin Assistant after the meeting
Tidy the room and collect unused papers or USB drives - ensure no confidential information is left behind (GDPR). Return files to appropriate place.
Inform reception that the meeting is over and the room is ready to be used again.
Follow up on any action required from the meeting.
Make a note of the date and time of the next meeting.
Keyboard the Minutes and email/distribute them to attendees and members who could not attend.
Name the documents used in relation to a meeting
- Notice of Meeting
- Agenda
- Minutes of Meeting
- Action Minutes
Describe what the Notice of Meeting document is
This is a simple notice which tells those eligible to attend the meeting, may be combined with the Agenda.
Will contain the following - where the meeting will be held, date and time.
It must be sent to all eligible to attend, in the case of a formal meeting a period of notice must be given to ensure the meeting is valid and legal.
Describe what the Agenda document is
The Agenda informs the participants of the items which will be discussed listed in the order of discussion. May include approximate timings.
Usually starts with standard items which appear on every Agenda - Apologies for Absence, Minutes of Previous Meeting and Matters Arising.
Last two items usually are Any other Business and Date of the Next Meeting.
An Agenda should be ‘manageable’ - sufficient items to make the meeting worthwhile but not so many that discussions will be rushed.
Describe what the Minutes of Meeting document is
Official record of the meeting, usually taken by the secretary.
Formal language used and usually written in the past tense.
Recorded in the same order as the items appear ion the Agenda.
A record is not made of everything said, however details of proposals and resolutions are noted.
Actions must be noted and a copy is sent to each member.
At the meetings, Minutes of the Previous Meeting are read and checked for accuracy. Can inform those who were not at the meeting what was discussed.
Once the group has agreed the minutes are correct, they are signed by the person who has chaired the meeting.
Describe what the Action Minuted document is
Less formal meetings may use action minutes, they are quicker to produce as they only detail key points.
They do not record as much information but will concentrate on what has to be done, who is responsible for completing tasks and when it needs to be done by.
Makes it easier to keep track of tasks to be carried out and you can clearly identify who has responsibility for completing tasks including the target date.
Describe how email can be used to aid planning and organising things and events
Meeting documentation can be sent as attachments and read or printed by recipients.
Proposed amendments can be edited and sent back with alterations.
Distribution lists can be set up, which means the same email can be sent simultaneously to several people.
Documents will be secure and password protected.
Electronic copies can be referred to on screen during the meeting.
Describe how word processing can be used to aid planning and organising things and event
Can use tables to create professional layouts for Agenda and Notice of Meetings.
Templates can be created and saved for Minutes and Action minutes.
Company reports with cover templates and table of contents can be created.
Mail merge - to end letters to those attending, this saves time.
Describe how a database can be used to aid planning and organising things and events
Mail merge to send letters to those attending - table saved with attendee information.
Use queries/searches to find staff members who should be attending the meeting or who have special requirements.
Name badges/labels can be created.
Can collate and store information about venues used for meetings in tables.
Calculate costs for meetings.
Create reports needed for meetings.
Describe how E-diary can be used to aid planning and organising things and events
Can check several diaries at once to decide on an appropriate date and time.
Secretary can invite people to a meeting and once they accept it will be automatically logged into their e-diaries.
Reminders can be set up for attendees.
Secretary can use it to be reminded of key dates e.g., distribution of Agenda.
Amendments to e-diaries e.g., change of venue can be easily made.
Recurring appointments/meetings only need to be entered once.
