Meetings Flashcards
(15 cards)
4 Documentations for Meetings
- Notice of Meeting
- Agenda
- Minutes of Meeting
- Action Minutes
Describe a NOTICE OF MEETING
A notice, which may be combined with the agenda, must be sent to all eligible attendees. It must include: Loculation, date, time.
Describe a AGENDA
Lists discussion items in order with timings. Starts with standard items and ends with any the business and date of next meeting, while keeping discussions manageable.
Describe Minutes of Meeting
Minutes are the official record of a meeting, written in formal past tense. Recorded in the same order as the agenda, not everything is recorded however proposals are noted. Actions must be noted and sent to each member. Once they are correct the chaired person signs them.
describe ACTION MINUTES
Used in less formal meetings, focuses on key points. Makes Tracking easier and identifies who has responsibility for completing tasks.
5 Role of the senior admin assistant before the Meeting
- Organise and arrange catering and refreshments. Check for any dietary requirements.
- Arrange technical equipment and test the equipment Test the equipment to make sure it is in good working order
- Invite I the appropriate people, ensure they know the place, date and time. This can be done by email or through E- Dairy
- Documentation such as directions, parking and transport may be sent to Attendees.
- Prepare and create name badges for Attendees, including full name, job title and organisation
5 Role of the senior admin assistant on the day of the meeting
- Give reception the names of those attending
- Check the room and catering/refreshments
- Check equipment is working
- Place a “Meeting in Progress” sign on door
- Have attendance register ready and ensure people sign it
4 Role of the senior admin assistant during the Meeting
- Sit next to Chairperson to assist them
- Read through minutes
- Ensure Chairperson signs the previous meeting minutes
- Take notes for the minutes
5 Role of the senior admin assistant after the meeting
- Tidy the room and ensure no confidential information is left behind
- Inform reception that meeting is over and the room is ready to be used again
- Follow up any action required from the meeting
4.Make a note of the day and time of next meeting - Keyboard the minutes and email/distribute them to attendees and members who could not attend
4 Role of the Chairperson before the Meeting
- responsible for what will go on Agenda
- Let the Admin assistant know the Date and time
- Decide on requests and equipment required
- Decide on which attendees to invite.
5
Role of the Chairperson During the Meeting
- Start and end the meeting on time.
- To approve the previous minutes and sign them off
- Ensures the meeting stays follows the agenda
- Makes sure everyone gets a chance to speak
- Sets a date and time for the next Meeting
4 Impact of Email in the Planning of Meeting
- Meeting documentation can be sent and read by recipients
- Contact lists means the same email can be sent simultaneously to several people
- Documentation will be secure and password protected
- Electronic copies can be referred to on a screen during a meeting
2 Impact of Word Processing on Meetings
- Used to create professional Agendas and Notice of Meetings.
- Templates can be created and saved for Minutes and Action Minutes
3 Impact of Database on Meetings
- Queries are used to find staff members whom have special requirements
- Name badges/labels can be created
- can store information about venues.
3 Impact of E Diaries on Meetings
- Once invitations are accepted it will be logged automatically.
- Reminders can be set
- Recurring appointments can be made.
