Meetings Lesson 6 Documentation The main documentation for meetings are an agenda and minutes

Agendas Most businesses use meeting software to organise participants for the meeting. Once everyone is available, all participants should be asked to identify any items they would like to discuss at the meeting so that the item can be included on the agenda. When these items are received, a combined notice of meeting and agenda is prepared, specifying: ■ the time, date and place of the meeting ■ points to be discussed at the meeting ■ who will be discussing the points ■ approximately how long each person will speak for. Agenda example can be seen on page 195

Minutes Minutes are a formal account of the events of a meeting, and should be recorded in clear, concise language without ambiguity. They record: ■ the time, date and place of the meeting ■ the attendees and any apologies ■ the date of the next meeting ■ outcomes from discussions ■ tasks assigned to specific members ■ the closing time of the meeting. Example of minutes can found on page 195 and page 196

Meeting technologies When organising meetings, there are specific software packages that integrate with software to assist with planning. The features of these systems allow users to: ■ use calendars to schedule the meeting ■ create an agenda from submitted items automatically ■ log attendances at the meeting ■ record the outcomes of a vote if necessary, allowing anonymous voting or user name based on the voter’s preference and assign follow-up tasks to the appropriate user automatically

Interactive whiteboards Interactive whiteboards allow the user to operate the screen in the same way as you would use a mouse on a computer. Touch screens require no special pen or stylus, which makes them ideal for all types of use, including freehand drawing and on-screen writing Interactive plasma screens Large widescreen monitors that are usually hung on walls can be used with computers and video or DVD recorders through the use of an overlay that fits over the screen. Digital presenters Digital presenters can display written notes, diagrams and hard copies of documents with the assistance of a projector and a screen.

Remote meetings Audio conferencing Audio-conferencing systems, also known as teleconferencing, operate through telephone links with dispersed groups of people at various locations Webinars Webinars are like seminars over the internet. Interaction can vary, from being mostly one way to very collaborative, where participants are invited to ask questions of the presenter. Webcasts A webcast is similar to a webinar, except that the transmission of information is in one direction only. It is a media file that is distributed over the internet using streaming media technology and can either be live or prerecorded.

Web conferencing Web conferencing systems use the internet to provide virtual meetings for members from multiple locations worldwide. Videoconferencing Videoconferencing, also referred to as telepresence, requires both locations to have similar specialised video equipment that provides very high quality audio and high definition video in a specially set up meeting room

Questions In a well set out paragraph carry out the following In a well set out paragraph carry out the following Compare using examples the types of technologies that can enhance the ways meetings run Compare using examples the types of technologies that can enhance the ways meetings run How can technology assist with documentation before and after a meeting is conducted with respect to minute taking a agendas How can technology assist with documentation before and after a meeting is conducted with respect to minute taking a agendas