TOPIC 7 - Meetings and Event Planning Flashcards
chairpersons responsibilities BEFORE a meeting
- to make sure that the meeting is set up and run according to the rules of the organisation. The chairperson must be completely familiar with the organisations Standing Orders in case there is a dispute about procedure.
- to ensure that the previous minutes are a correct record. The chairperson must liaise with the admin assistant before the meeting to ensure that the minutes of the previous meeting have been prepared and checked.
chairpersons responsibilities DURING a meeting
- to start the meeting punctually
- to sign the previous minutes as a correct record once all members of the Committee present at the meeting have agreed.
- to work consistenly through the agenda explaining clearly the item being discussed.
- to ensure the meeting is quorate according to constitution.
- to maintain good order ensuring participants are courteous, polite and non-agressive.
- to close or adjourn a meeting formally.
chairpersons responsibilities AFTER a meeting
- to take an appropriate follow-up action required, as agreed.
- to liaise with the admin assistant regarding the preparation of the draft minutes and the next agenda.
duties of the admin assistant BEFORE a meeting
- book a suitable venue/accommodation for the meeting.
- note in your diary the date, time, place and nature of the meeting.
- prepare and distribute the appproved notice of meeting and agenda
- carefully note any apologies for absence that are recieved.
- arrange for name cards.
- prepare a chairpersons agenda.
- have an attendance register or sheet prepared for completion at the meeting.
- notify the press if the meeting is a public one.
duties of the admin assistant on the day of the meeting
- ensure that 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
- confirm the parking arrangements
duties of the admin assistant DURING the meeting
- 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.
- check that all those present have signed the attendance register.
duties of the admin assistant AFTER the meeting
- remove the meeting in progress sign and direction signs
- clear the room and leave it tidy
- notify the switchboard that the meeting has finished
- draft the minutes of the meeting as soon as possible
- begin to draft the agenda for the next meeting
- remind any members who have agreed to take any action following on from the meeting
describe a Notice of Meeting
The Notice of Meeting section explains what meeting is to be held, where it is to be held and when it is to be held - it should be straightforward to prepare. The length of the notice you need to give those entitled to attend the meeting is normally stated in the Standing Orders of the meeting.
describe the Agenda
The agenda gives the meeting a structure. The Agenda outlines what is to be discussed at the meeting. This gives those attending the meeting an opportunity to prepare for the meeting. The Agenda will make an essential contribution to the meetings effectiveness and success.
consequences of inadequate preparation for meetings
- if all those entitled to attend did not receive the Notice of Meeting and Agenda the numbers at the meeting would be affected - possibly thenquorum 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!
describe minutes
‘minutes’ is the term given to the written record of what was discussed and decided during a meeting - they should be brief, accurate and clear. As indicated previously, the Admin assistant is responsible for taking notes during the meeting from which Minutes can be prepared.
describe action minutes
at some meetings action minutes are prepared. These simply require the admin assistant to show on a prepared layout the action required, who is to carry out each task and the target date for the tasks to be completed.
benefits of recording key issues and decisions of a meeting using minutes or action minutes
- proof is discovered of what was discussed
- decision made are recorded
- any actions 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
- more concise and easier to follow than traditional minutes
describe e-diary
these are an electronic diaries which can be used to send automatic invites to those attending a meeting.
- an instant accepet or decline can be given
- a meeting reminder can be set
- important documents can also be attached
- e-diaries are easily acceptable 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
describe database
may be used to search/query for the appropriate attendees to invite to a meeting eg all suppliers
may also be used to store details on venues
describe word
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.
describe presentation software
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
describe e-mail
- 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 recieved 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.
describe video-conferencing/audio conferecing
can be used to hold remote meetings.
- no travel costs to pay
- Productivity is increased due to less absences from office
- Body language is more difficult to read
- Sensitive information may be more difficult to pass on especially if meeting is being recorded
describe cloud based software
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.
