Sometimes you are asked to simply take the minutes, sometimes you might be nominated as secretary to the meeting. There is a difference; the secretary may have responsibility for additional tasks such as helping set the agenda, sending out invitations and arranging the venue. Not to forget the important issue of refreshments!
Whether you are meeting secretary or minute taker here are some tips on how to make yourself popular:
• take some spare pens / notepaper (someone will arrive without)
• likewise take copies of the agenda and previous minutes. Mr Hopeless turns up at the last minute not having had time to go to his office to get his papers. He will think you are the bees knees when you help him out and save his blushes.
• check facilities such as projector. If you have a guest speaker and the arrangements aren’t in place the chairperson will be embarrassed
• check the room beforehand – is it set up the way the chairperson wants it? Often the room will have been used immediately before the meeting, or the night before, and might not be tidy.
• make sure any arrangements are made for special needs eg wheelchair access
• enquire whether refreshments are required, particularly if people have to travel. If it is a morning event simple things like hot coffee can pave the way for a good meeting. If lunch is to be provided are there any special dietary requirements eg coeliac, vegetarian?
• does everyone know how to find the venue/room?
Clear the room of any confidential papers at the end of the meeting. Quite often people leave sensitive documents when they leave the room. This can have very embarrassing consequences.
So next time you are asked to be involved in a meeting like this and your responsibility goes beyond simply taking the minutes follow these simple guidelines and you will be very popular at the meeting.
Greg Tyndall of The Minute Taking Training Company is an expert on all aspects of minute taking and the arrangement and management of meetings. Greg has been helping individuals and organisations with their Minute Taking Training needs for over a decade now.
For lots useful tips and resources and to read Greg’s blog visit the Minute Taking Training Company website.
Article Source: Ezine Articles