Plan, manage and conduct meetings

Key roles in meetings

Chairperson

Attempt to move the meeting along at a timely and orderly pace by:

• Ensuring speakers direct questions to them
• One person speaks at a time
• Speakers only speak once on a motion
• Speakers remain focused on the topic of discussion
• Make certain that motions are properly moved and seconded and that is recorded by the minute taker
• Remain objective when someone is stepping out of the guidelines or not addressing the issue in question
• Set the date, place and time for the next meeting.

Key roles in meetings

Secretary

The secretary’s position is integral to the efficient functioning of a meeting.

Their duties are numerous and their tasks can be broken down into:

• Before the meeting
• During the meeting
• After the meeting.

Key roles in meetings

Secretary

Before the meeting taking place, they will be responsible for:

• Drawing up the agenda and sending out notices of meetings
• Preparing items and organising correspondence
• Ensuring there is enough seating.

Key roles in meetings

Secretary

During the meeting, they will be responsible for:

• Taking a record of who is present, absent and reading out apologies for those absent
• Read out the minutes from the previous meetings and any correspondence as a result of previous minutes
• Take notes and minutes
• Action incoming and outgoing correspondence.

Key roles in meetings

Secretary

After the meeting, they will be responsible for:

• Writing up the minutes from the previous meeting notes
• Following up on any correspondence
• Completing any tasks given from the meeting
• Preparing for the next meeting.