LO4 – Meetings

By the end of the lesson you should be able to: Identify the people involved in formal meetings. Draw conclusions as to the consequences of poor meeting preparation. Use the information regarding meetings to complete a group task.

Chairperson Leads the meeting. Ensures accuracy of previous minutes. Starts and ends the meeting. Ensures everyone is afforded a voice. Liaise with secretary re next agenda and compiling of minutes. Actions follow-up items.

Secretary Has duties before, during and after the meeting. Prior to the meeting: provides administrative support ensures meeting room arrangements are made (room booked and layout appropriate) confirms parking arrangements ensures documentation available for meeting.

Planning is vital to ensure the smooth running of the meeting otherwise: attendees may not attend if no notice has been sent inadequate parking may delay attendees, causing the meeting to run over time meeting room may have been double booked, leading to the meeting being rescheduled.

Secretary Has duties before, during and after the meeting. During the meeting: ensures chairperson signs previous minutes and takes current minutes advises of apologies for absence from meeting notes chairperson actions. Roles in meetings

Secretary Has duties before, during and after the meeting. After the meeting: ensures all documentation removed from meeting room completes a draft of minutes of current meeting notes date of next meeting in diary follows up actions. Roles in meetings

Treasurer Prepares financial information for meetings. Ensures financial information is up to date to allow decisions to be made at the meeting. Usually the role of the finance director or chief accountant.