Meetings

Question 1

What should a chairperson do before, during and after a meeting? (6)

Answer 1

Before:
- Decide the date, time, agenda etc. of the meeting and pass them along to the admin assistant.
- Be completely familiar with the organisation’s Standing Orders (the rules concerning the organisation and the running of meetings) to ensure the meeting is set up and run accordingly.
During:
- Start the meeting punctually.
- Work consistently through the agenda explaining clearly the item being discussed.
After:
- Take any appropriate follow-up action required.
- Meet with the secretary to draft the minutes of the meeting and discuss what needs to be brought up at the next meeting.

Question 2

What should an admin assistant do before, during and after a meeting? (6)

Answer 2

Before:
- Prepare the chairpersons agenda.
- Book the venue/accommodation for the meeting.
During:
- Ensure that the chairperson signs the previous minutes and signs any alterations.
- Make a note of any action that needs to be taken by themselves or the chairperson.
After:
- Send out the agreed minutes before the next meeting.
- Clear the meeting room and ensure it is tidy.

Question 3

What are some ways digital technology can help when planning a meeting or event? (4)

Answer 3

• Videoconferencing: Useful when planning a meeting with individuals who are extremely spread apart.
• E-mail: A quick and effective way of notifying parties when a meeting has been planned.
• Collaborative white-boarding: this technology allows for those spread over vast distances to see the same computer programme simultaneously.
• E-diaries: puts automatic dates into peoples diaries (in-case they forget) and essential for planning a meeting that doesn’t conflict with peoples schedules.

Question 4

Describe the documents necessary for meetings. (3)

Answer 4

• Notice of meeting and agenda: Informs attendees of when the meeting will take place and what will be discussed at the meeting as well as its structure.
• Minutes: A written record of everything discussed at the meeting.
• Action Minutes: Shows the action that needs to be taken, who will carry out the task and the target date for the task to be completed by.