Organising and Supporting Meetings/Events Flashcards
ROLE OF AN ADMINISTRATIVE ASSISTANT IN PLANNING A MEETING/EVENT
The Role of an Administrative Assistant Before a Meeting:
- order refreshments
- make extra copies of the agenda
- book the venue and any equipment
- make sure room is laid out appropriately
- inform reception where the meeting is being held and give the sames of expected attendees
ROLE OF AN ADMINISTRATIVE ASSISTANT IN PLANNING A MEETING/EVENT
The Role of an Administrative Assistant During a Meeting:
- read the minutes
- distribute any expense claim forms
- take notes for the minutes of the meeting
- sit next to chairperson so any relevant points can be passed and can assist them
- make sure the chairperson signs the mintues and attendance register
- make a serperate note for any actions required by the chairperson
ROLE OF AN ADMINISTRATIVE ASSISTANT IN PLANNING A MEETING/EVENT
The Role of an Administrative Assistant After a Meeting:
- follow up any actions from the meeting
- tidy room and collect all unused papers
- draft out the mintues from the notes and give a copy to the chairperson
- make a note in diary of when the agenda for the next meeting should be prepared and send it out with a copy of the minutes
ROLE OF AN ADMINISTRATIVE ASSISTANT IN PLANNING A MEETING/EVENT
The Role of a Chairperson Before a Meeting:
- compiling the adgenda
- ensuring that the previous mintues are correct
- ensuring there is a minimum number of people present to start the meeting (quorum)
ROLE OF AN ADMINISTRATIVE ASSISTANT IN PLANNING A MEETING/EVENT
The Role of a Chairperson During a Meeting:
- explaining complex issues
- keeping control of the meeting
- starting and ending the meeting on time
- closing or adjourning the meeting formally
- making sure everyone who wishes to speak gets the opportunity
- deciding when it is time to vote, and summarising the discussion
ROLE OF AN ADMINISTRATIVE ASSISTANT IN PLANNING A MEETING/EVENT
The Role of a Chairperson After a Meeting:
- take follow-up actions from the discussions as required
- liaise with the Administrative Assistant regarding the preperation of the draft minutes and the adgenda for the next meeting
- make any necessary decisions between meetings, usually in consultation with the Administrative Assistant
VENUE SELECTION
Factors to Consider when Choosing a Venue:
Suitability
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Location
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Availability
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Size
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Factilities
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Cost
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DOCUMENTATION RELATING TO MEETINGS
What is the Notice of a Meeting?
Explains what meeting is to be held, where it is to be held, and when it is to be held.
DOCUMENTATION RELATING TO MEETINGS
What is the Agenda of a Meeting?
Outlines what is to be discussed at the meeting.
This gives those attending an oppourtunity to prepare for the meeting and gives the meeting structure.
DOCUMENTATION RELATING TO MEETINGS
Example of the Agenda of a Meeting:
- apologies for absense
- minutes of the previous meeting
- matters arising
- correspondence
- proposed expansion (architet giving presentation)
- appointment of new administrative assistant
- any other competent business
- date and time of the next meeting
DOCUMENTATION RELATING TO MEETINGS
What are the Minutes of a Meeting?
The written record of what was discussed and decided during a meeting, it should be brief, accurate, and clear.
The Administrative Assistant is in charge of taking notes during the meeting from which the Minutes can be prepared.
DOCUMENTATION RELATING TO MEETINGS
What the Minutes of a Meeting should Include:
- the date and time of the next meeting
- space for the chairperson to sign and date
- each agenda item with a brief note of what was discussed and decided
- the name of the organisation, the type of meeting and place, date and time of the meeting
- the names of those present with the name of the Chairperson first and that of the Administrative Assistant last
USE OF TECHNOLOGY IN PLANNING AND ORGANISING EVENTS
Types of Technology used:
Email
* allow attachments to be sent
* instantly informs recipients at the same time to make them aware of the meeting
* can be reaccessed quickly and easily at any time for reminding
Electronic Diaries
* reminders can be set in advance
* can automatically be set up to update everyone’s diary
* can see when attendees are booked and available
Video/Audio Conferencing
* can be recorded and played back
* no need to worry about travel or accomodation costs
* can communicate with large groups anywhere in the world
