Plan, manage and conduct meetings


Key roles in meetings Chairperson



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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.

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