Meetings

Question 1

Notice of Meeting

Answer 1

Shows what the meeting is as well as where and when

Question 2

Agenda

Answer 2

Gives meeting structure says what will be discussed always has:
Apologies for absences
Minutes of previous meeting
Matters arising
————–
AOB (Any Other Business)

Question 3

Chairpersons Agenda

Answer 3

Just the agenda but with additional speaking points for the chairperson

Question 4

Minutes

Answer 4

Written record of things that were discussed/decided at the meeting

Question 5

Action minutes

Answer 5

Minutes but shows what tasks were decided and who is doing them

Question 6

Before meeting Chairperson Responsibilities

Answer 6

Make sure meeting is set up and run by organisation rules
Ensure previous minutes are correct
Work with secretary to ensure minutes are correct

Question 7

During meeting Chairperson Responsibilities

Answer 7

Ensure everyone gets a chance to talk
Start meeting on time so it doesn’t overrun
Sign minutes when everyone has agreed to them

Question 8

After meeting Chairperson Responsibilities

Answer 8

Take any follow up action if required
Work with secretary to prepare draft minutes and agenda for next meeting

Question 9

Before meeting Secretary Responsibilities

Answer 9

Book venue for the meeting
Prepare chairperson agenda
Put up direction signs

Question 10

During meeting Secretary Responsibilities

Answer 10

Assist chairperson in meeting
Take notes so minutes can be drafted
Take separate notes of anything chairperson/secretary needs to do

Question 11

After meeting Secretary Responsibility

Answer 11

Begin agenda for next meeting
Draft minutes asap and send to chairperson
Make note of next meeting and add to chairpersons diary

Question 12

Email

Answer 12

Efficient way of communicating with attendees
All paperwork can be sent via email
A group address or distribution list can be created to send one email to multiple people

Question 13

Ediary

Answer 13

Saves time when planning meetings
Can make automatic entries in to all attendees diary, in case they forget
Can look at all ediarys and choose a free date/time to avoid clashes

Question 14

iPads / Smartphones

Answer 14

Similar to video/audio conferencing
Useful if people cannot access video conferencing
Many phones may not have this ability

Question 15

Web Conferencing

Answer 15

People do not need to attend on place, saves time and money
Can be used to hold meetings with people in various locations
Can be problems with time lapses and weather

Question 16

Audio conferencing

Answer 16

Like web conferencing without the pictures
loud speakers are used so that everyone can hear and take an active part

Question 17

Intranets / Networks

Answer 17

LAN, WAN, Internet
Allows computer to be connected to share info / communicate online
Secure user groups can be set up to allow members to communicate

Question 18

Shared Platforms (Google / Teams)

Answer 18

Allow participants to access diaries and shared docs
Allows people to collaborate without need for meeting
Participants can view a common doc and edit it ensuring change is tracked

Question 19

Interactive Whiteboards

Answer 19

Complements web conferencing
People can highlight and draw on it without changing the original document
One computer is used as the host and everyone else can see it on their screen

Question 20

Software Packages

Answer 20

PP - Can be used to convey your point in presentable manner
W - Can be used to write minutes, notes, agendas
S - Can store info like sales and be made into charts making the info more presentable