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Organize Meetings Prepared by: Mrs Asmara Tayeb

Organize Meetings Prepared by: Mrs Asmara Tayeb. CONTENT. Responsibilities of a secretary or the person responsible before, during and after a meeting Factors to consider when deciding on a meeting room Preparing notices, agenda and minutes. Before the meeting. Scheduling and organizing

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Organize Meetings Prepared by: Mrs Asmara Tayeb

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  1. Organize MeetingsPrepared by: Mrs Asmara Tayeb

  2. CONTENT • Responsibilities of a secretary or the person responsible before, during and after a meeting • Factors to consider when deciding on a meeting room • Preparing notices, agenda and minutes

  3. Before the meeting Scheduling and organizing • Reserve the meeting room • Make and confirm hotel accommodations and transportation available to and from the meeting. • Get a written confirmation or confirmation number of all reservations.

  4. Determine how the meeting will be announced • Determine audiovisual or any other special equipment needs • Order audiovisual equipment

  5. Reserving the Room Here are some questions to ask when arranging for a room: • Do the room and its furnishing contribute to an effective meeting? • Does the arrangement of the room meet the purpose of the meeting?

  6. Reserving the Room • Is the room large enough to comfortably accommodate the participants and any planned audiovisual aids?

  7. Is the room free from distractions and interruptions such as telephones and loud noises? • Is there adequate lighting, heating and ventilation? • Does the room accommodate serving refreshments or a meal?

  8. Sending Notices • Time and Type: determine the best time and means to send notices; the type of meeting will help in determining these. • Details in the Notice: Use who, what, when, how long, where and why as guides for composing notices.

  9. Agenda In preparing the agenda pay attention to the following: • The items of business dealt with at the previous meeting • Minutes of the meeting • Matters arising from the Minutes • The items to be discussed • New Business

  10. Developing an agenda • State the title of the group or meeting at the top of the agenda • State the day, date, starting time and finishing time and location • State the purpose of the meeting • Ensure that the time set for the meeting and the discussion of agenda items are realistic

  11. Include the name and title of the person responsible for each agenda item • Stipulate time for each item to be discussed.

  12. Assembling Materials Materials may include: • An up-to-date participant list • Minutes of previous meeting • Letters, memorandums, and reports related to the agenda items

  13. Copies of material your manager has prepared for distribution • Materials available from others directly related to the topics or issues to be considered.

  14. Ordering Refreshments/meals/beverages • For a morning meeting, coffee, tea, and juice can be served; water fruit and pastries. • For luncheon meeting, consider a salad or light entree

  15. For afternoon meeting, coffee, tea, juice and soft drinks, cookies and fruit may be served

  16. DURING THE MEETING • Take Notes • Recording Minutes – this can be done by using a tape recorder, laptop, shorthand or a notepad. When using a tape recorder you need to be alert to what is not being recorded and take essential notes.

  17. Record the time, date, and place of the meeting; attendance, reference, corrections and additions to the minutes; who is speaking, volunteers for follow-up work; time of adjournment; etc.

  18. How to Record Minutes • Write the exact words of anyone who asks that his or her view be made part of the record. • When officers are elected, record the names of all the officers and their respective offices • Make notes on the place, date and time of the next meeting

  19. Jot down the time of the next meeting. • Get a copy of all materials read and discussed in the meeting. • As soon as the meeting adjourns, verify any doubtful points.

  20. Record of participants who were present or absent • Points discussed and suggestions made • Issues raised • Action Items/Future Action • Formal motions • Decisions taken at the meeting

  21. AFTER THE MEETING Here are some things to be completed after the meeting: • Check the room for orderliness • Make necessary follow-up entries in the appointment calendars • Set aside materials to be sent to people who were absent

  22. Prepare a listing reminding the manager of his/her obligations • Put a copy of everything in a folder to be used as reference. • Handle any request that may have resulted from meeting • See that the audiovisual equipment is returned.

  23. Preparing Minutes • If the meeting has been recorded, listen to the tape and take brief notes. • Write the minutes immediately following the meeting • Keyboard a rough draft of the minutes and submit to your manager for approval before you prepare the final form.

  24. The information should be brief • Remember that the third person is what is always required (he/she) and in the past tense • The items should be written in the same order as they appeared on the agenda

  25. The end

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