Flashcards
Admin L04
Cards in this deck (17)
- 1What are the 5 main purposes of a meeting1) Discuss and generate ideas
2) Consult on issues and solve problems
3) Motivate and for teambuilding
4) Set targets and objectives
5) Plan and make decisions - 2What makes an effective meeting?Plan the meeting first - is it neccesary?
Ensure it has a clear purpose
Prepare and circulate agenda
Set time limit
Delegate responsiblity
Follow up on agreed actions - 3Outline the rules of a formal meetingProper notice should be given
The chairperson needs to be present
A quorum of attendees must be present
The main office bearers are present
The meeting is conducted according to the rules - 4What is an AGM and it's purposeA PLC must hold one each year
All shareholders are invited to attend
Purpose:
Disucss company performance
Examine accounts
Accept Director and auditors' reports
Elect new office bearers - 5What is an Extraordinary General MeetingUsually held to resolve or discuss some issue that cannot wait until the next AGM eg a financial crisis.
- 6What is a Board MeetingThe meeting held between the Directors of the company to discuss the strategic aims and organisational policies.
- 7What is the role of an Executive CommitteeMake binding decisions eg equal opportunities
- 8What is the role of an Advisory Comittegives advice on a specific issue eg relocation
- 9What is the role of a joint committeeimproves communication between two separate committees eg Staff Social Committee and Staff Welfare Committee
- 10What is the role of an Ad Hoc Committeeformed only for a specific issue or task eg retirement party or the opening of a new store
- 11What is the role of a sub-committeestanding or ad hoc committee eg Equal Opportunities Committee forms a sub-committee to look at ageism in the workplace
- 12What skills/qualities must a chairperson have?1) Personal skills/qualities to control the meeting
2) Respect from other members of the team
3) Tact and diplomacy
4) Fairness in judgment and casting vote - 13What are a chairpersons responsibilites before a meetingCompiling the agenda
Ensuring that previous minutes are correct - 14What are a chairperson responsiblities during a meetingEnsuring that a quorum is present
Starting and ending the meeting on time
Keeping control of the meeting
Giving everyone a chance to speak
Explaining complex issues
Deciding when it is time to vote, and summarising the discussion
Declaring the results of the vote and recording the results
Making decisions
Closing or adjourning the meeting formally - 15What is a chairpersons responsibilities after a meetingLiaise with the secretary regarding the preparation of the draft minutes and the agenda for the next meeting
Take follow-up actions from the discussions as required
Make any necessary decisions between meetings, usually in consultation with the secretary - 16What are the responsibilites of the secretary before a meetingBook venue
Order refreshments/equipment required
Note meeting in relevant diaries
Make copies of agenda/previous minutes
Note any apologies - 17What are the responsibilties of the scretary on the day of the meetingCheck room is as expected (equipment/refreshments/heat/light, etc)
Post sings and directions to meeting room
Greet attendees
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- Higher Admin Learning Outcome 4 Notes
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- TrueTechy
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