Essay about Effective Meetings for Managers (M3.33)

2464 Words Sep 30th, 2013 10 Pages

ILM Level 3 Certificate in First Line Management

From: Maryline Guinard Effective meetings for managers


The purpose of an agenda is to communicate important information such as topics for discussion, presenter or discussion leader for each topic, and time allotment for each topic.
The purpose of an agenda is also to provide an outline for the meeting (how long to spend on which topics) and a focus for the meeting (the objective of the meeting must be clearly stated in the agenda).
The agenda can be used as a checklist to ensure that all information is covered.
It lets participants know what will be discussed if it's distributed before the meeting. This
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The secretary should provide a paper copy of the agenda, minutes from the last meeting and hand-outs, even if those items were e-mailed to participants ahead of time.

Phase 2:
During a meeting, the secretary has to record minutes during the meeting and must make sure the notes are thorough and easy to transcribe afterward. If it's acceptable to the chairperson and other meeting participants, the secretary can use a tape recorder to record the minutes.
The secretary can be asked to read the minutes from the previous meeting so they can be approved by the participants.
The secretary is also expected to either take roll call or pass around an attendance register at the beginning of the meeting.

Phase 3:
After the meeting, the secretary has to follow up after the meeting and to transcribe the notes from the meeting.
Then, the secretary has to submit the minutes to the chairperson for approval.
If guest speakers were present at the meeting, the secretary must send thank-you notes to them.
If meeting participants were assigned tasks during the meeting, the secretary must send them timely reminders of those tasks afterward. 3.3. Role and responsibilities of the individuals:

Prior to a meeting, all participants should undertake any necessary preparation and arrive on time.

During a meeting, all participants should keep an open mind; listen to the

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