Meetings and Events Flashcards
What is the purpose of a meeting?
To discuss and generate ideas | To make decisions and solve problems | To set targets and objectives | To motivate, encourage and persuade | To delegate roles and tasks
What are the benefits of remote meetings?
Minimise travel and accommodation costs | Time saved from not travelling increasing productivity | Can link teams globally - allowing for more participation | Meetings can be recorded and accessed at a later date
What are skills of an effective chairperson?
Organised - Ensure the meeting is set up and run according to Standing Orders | Assertive - Be able to maintain order and minimise conflict | Time Management - Start on time and not over run = keep agenda to time and close discussions that have gone on too long | Impartial - To allow for effective decision making | Fair - To ensure all views are heard/allow everyone to speak | Communication - With the Secretary to ensure smooth running of the meeting, planning of agenda and ensure minutes are recorded
What are the differences between chair and secretary?
A CHAIR Decides a suitable date and time for the meeting WHEREAS a SECRETARY Sends out notice of meeting to relevant people | A CHAIR Decides where the meeting will be WHEREAS Books the venue, arranges catering and equipment | A CHAIR Ensure minutes of the previous meeting are correct WHEREAS Note apologies of absence and have an attendance register
What is the role of a chairperson in planning and organising a meeting?
Chairperson is responsible for keeping order at a meeting and taking charge | Make themselves familiar with the firms standing order | Ensure minutes of the previous meeting are correct | Start the meeting on time so that it does not over run | Try to ensure everyone gets the chance to talk | Take appropriate follow up action if required | Liaise with the secretary to prepare draft minutes and agenda for next meeting
What is the role of a secretary in planning and organising a meeting?
Secretary provides admin support and has tasks to complete before, during and after a meeting takes place | Book the venue - ensuring car parking is available or book if required | Draft a notice of meeting and agenda for the Chairperson | Read and ensure everyone signs the minutes of the meeting | Take notes at the meeting including any actions needed to place after the meeting | Tidy the room and remove any items that were used after the meeting | Write the date and time of next meeting into their diary
What is the impact of Ediary on meetings?
Everyone’s diaries can be seen in order to choose a date that suits everyone - saves time when planning | Repeat entries can be made for meetings that occur on a regular basis | Reminders can be set for date of meeting to ensure no one forgets | Invites can be sent automatically to accept/decline meeting so that organisers are aware who can attend
What is the impact of online applications on meetings?
Allows participants to access diaries, calendars, word processing software which allows for people to collaborate with one another | Using a secure network, participants can view a common document, revise or edit it and track changes
What is the impact of email on meetings?
Groups can be created to send emails out to everyone at once | The Notice of Meeting and Agenda can be sent as attachments to all participants
What is the impact of web conferencing on meetings?
Meetings can be recorded for absent members or for people to look back on | Saves time for travel as staff are able to attend meetings in their own environment
What is the impact of word processing on meetings?
Typing out minutes, creating the agenda
What is the impact of presentation software on meetings?
Communication and presentation slides at the meeting - attendees can refer back to these at a later date if they have a copy | Creating a visually appealing presentation to grab attention, highlight key points
Justify a Notice of Meeting
It shows what meeting is being held, where and when it is THERFORE gives attendees notice as to details of the meeting to ensure attendance and that quorum is met
Justify an Agenda
It outlines what is to be discusses. Has standard items THEREFORE allows the meeting to have structure and not go off topic which could waste time
Justify a Chairpersons Agenda
It has the same points of discussions as agenda, along with a notes column THEREFORE allows the Chair to write notes against items before the meeting so that key points aren’t missed
Justify Minutes
It is a written record of what has been discussed and decided at a meeting THEREFORE allows people who were absent to read over any key items that were discussed
Justify Action Minutes
It shows the action required for items discussed at the meeting and time deadlines THEREFORE allows everyone to see who is completing each task and when it is to be completed by
What are the consequences of poorly planned meetings?
Notice meeting not received THIS MEANS THAT the quorum would not be achieved and the meeting may have to be postponed | Agenda not carefully planned THIS MEANS THAT the meeting may not cover important topics or may overrun + people could feel that there time has been wasted | Chairperson not well briefed THIS MEANS THAT discussion may be ineffective and poor decisions will be made | Minutes of the previous meeting were not sent out THIS MEANS THAT some people may not be able to participate in some discussions and cause frustration
