Mr Hamilton’s class blogs

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• 1.    EmmaF  |  November 17th, 2008 at 2:11 pm

  Question 1
  The chairperson is responsible for keeping order at a meeting and generally taking charge of the meeting.
  The secretary provides administrative support.
  The treasurer is responsible for preparing finiancial reports and presenting this at the meeting.

  Question 2
  Apologies for absence, minutes of thr previous meeting, matters arising, correspondance, any other competent business and date and time of next meeting.

  Question 3
  The minutes should include:
  1. the name of the organision, the type of meeting, and the place, date and time of the meeting.
  2. the names of those present with the name of the chairperson first and the secretary last.
  3. each agenda item should be included in the minutes with a brief note of what was discussed and decided.
  4. the date of next meeting
  5. space for the chairperson to sign and date the minutes once they are agreed as a correct record at the next meeting.

• 2.    Megan  |  November 19th, 2008 at 11:51 am

  1) Chairperson – Responsible for keeping order at a meeting and generally taking charge of the meeting.

  Secretary – Part of the role of an Administrative Assistant. The secretary provides administrative support.

  Treasurer – Responsible for preparing financial reports and presenting this information at the meeting.

  2) Apologies for absence, Minutes of the previous meeting, Matters arising, AOCB, Date and time of next meeting.

  3) Pre-prepare an outline of main points to be discussed and any information you wish to state at the meeting.

  Avoid taking down every word said, be sure to record any important decisions.

  Make sure you know each persons name, put their initials in the left-hand side against what they say.

  Note down the date of the next meeting.

• 3.    Alexandra Mcarthur  |  November 19th, 2008 at 11:56 am

  Question 1 (3 marks)
  Outline the roles of the 3 main office bearers at a meeting.
  • Chairperson: The chair person should take charge of the meeting and ensure that everything is set up accordingly. They must run the meeting fairly and make sure everyone feels that they have had an equal say in the discussion.
  • Secretary: The secretary should insure that the meeting runs accordingly. They have certain tasks to be completed before, during and after the meeting. They also are responsible for taking the minutes and distributing them.
  • Treasurer: The treasurer is the person in charge of the financial side of things. In large companies they can be part of a team however their main objective is to deal with the financial problems,
  Question 2 (3 marks)
  Identify the common items on an Agenda for nearly every meeting.
  The mot common items on the Agenda are the apologies (excusing people who can’t make it), minuets of the previous meeting (to insure that people have completed their task), the matters arising, AOCB (so that people have a chance to bring forward any additional matters) and the date of next meeting.
  Question 3 (4 marks)
  You are going on holiday. Prepare instructions for the Trainee Administrative Assistant on how to take the Minutes of a meeting.
  When taking the minutes you must summaries the general topics and comments of the meeting so that they then can be drafted. You must take a note of actions to be taken and whom they are taken by. If the action is taken by yourself or the chair person you must make a separate note. Also check that all those attended have signed in.

• 4.    Natalie McGowan  |  November 19th, 2008 at 10:36 pm

  1. The chairperson’s role is to take charge of the meeting. The role of the secretary is jointly responsible in ensuring the meeting runs smoothly with the chairperson and they have a number of tasks to do before, during and after the meeting. The treasurer’s role is to discuss any matters relating to the financial situation of the business.

  2. A common items on the agenda for nearly every meeting are apologies, minutes of the previous meeting, matters arising, any other competent business and date and time of next meeting.

  3. To take minutes, the secretary should have a list of main points which will be discussed at the meeting, leaving space to fill in notes from discussions or decisions. They should also have a note of what they wish to say at the meeting, if they have any issues to bring up.

  They should also write notes in double-line spacing so they can go back if they have any other notes to add in later on.

  They should make sure their writing is legible, so that they can go back and understand what they have written.

  Finally, they should make sure they are writing in notes, not writing down every word which is said at the meeting, but they have to ensure they are including important decisions in full.

• 5.    Naiomi  |  November 20th, 2008 at 10:00 am

  1. The Chairperson’s is the most important person at the meeting. The Chairperson’s role is to take charge of the meeting and to outline the points that need to be covered in the agenda. The Chairperson will need to have personal skills and qualities to control the meeting.

  The secretary is equally important in being responsible for the smooth running and success of the meeting. The secretary has certain tasks that have to be completed before, during and after the meeting whether it is an AGM or a team meeting affects how much work needs to be done.

  The treasurer’s role is to be in charge of all money relating matters ensuring that the business’s financial records stay up to date.

  2. The common items on an agenda for nearly every meeting are: apologies for absence, minutes of previous meeting, matters arising, any other points that have to be discussed at the meeting, any other competent business and finally, the date and time of the next meeting.

  3. Instructions for administrative assistant on how to take minutes for a meeting:

  • Have an outline of the main points to be discussed and leave space to allow you to add in any other points that come up.
  • Write your notes with double line spacing so that you can go back and insert a word or phrase easily if you need to.
  • Write legibly
  • Try to avoid taking down every word said, but be sure to record fully any important decisions.
  • Try to know each person’s name and use their initials against anything important that they say.
  • Make sure you know correctly the next date and time of the meeting.
  • Each agenda item should be included in the minutes with a brief note of what was discussed and decided. They must contain the exact wording given at the meeting.
  • Space for the Chairperson to sign and date the minutes once they are agreed, to be kept as a record for the next meeting.

• 6.    Lucy Gray  |  November 20th, 2008 at 10:01 am

  1) The role of the chairperson is to take charge of the meeting. If the meeting is not chaired properly, then it may not achieve what it set out to achieve. The chairperson must have personal skills and qualities to control the meeting and need to show tact and diplomacy when dealing with issues.

  The role of the secretary is to ensure certain tasks are completed before, during and after the meeting. For example, booking the venue or making copies of the agenda. Whether this is an AGM or a team meeting affects how much work needs to be done.

  The treasurer’s role is to be in charge of all money related matters and ensure that the businesses financial records stay up to date.

  2) The common items on an Agenda for nearly every meeting are: apologies for absence, minutes of previous meeting, matters arising, points that have to be discussed at that particular meeting, any other competent business and finally, the date and time of the next meeting.

  3) Instructions for administrative assistant on how to take minutes:

  • Have an outline of the main points to be discussed pre-pared with space left to record discussions or any other points that have arisen.
  • Make sure notes are written in double line spacing so you can go back and insert a word if needed
  • Write legibly
  • Try to avoid taking down every word said but be sure to record fully any important decisions
  • Try to ensure you know each person’s name and use their initials against something they say
  • Make sure you not the date of the next meeting
  • Minutes should include: the name of the organisation, the type of meeting and place, date and time of the meeting
  • It is advisable to list the names of the other members in alphabetical order
  • Each agenda item should be included in the minutes which a not of what has been discussed and decided. “Resolutions” must contain the exact wording given
  • Space for the chairperson to sign and date the minutes once they are agreed as a correct record at the next meeting

• 7.    Shelley McGowan  |  November 20th, 2008 at 12:39 pm

  Question 1:

  The chairperson’s role is to take charge of the meeting.
  The secretary’s role is to complete certain tasks before, during and after a meeting to ensure the smooth running and success of the meeting.
  The treasurer’s role is to take charge of the money and finance within the meeting.

  Question 2:

  • Common items on the Agenda for nearly every meeting are:
  • Apologies for absence
  • Minutes of the previous meeting
  • Matters arising
  • Correspondence
  • Any other competent business
  • Date and time of next meeting

  Question 3:

  • Have an outline of the main points to be discussed pre-prepared with space left to record discussion and decisions; have a note pre-prepared of any information which you wish to state at the meeting. You could also have a note of those who are due to attend and tick off those who are present, along with the names of absentees/apologies.
  • Write your notes in double line spacing so that you can go back and insert a word or phrase easily if you need to.
  • Write legibly
  • Try to avoid taking down every word said – but be sure to record fully any important decisions.
  • Try to pick up key words and phrases to act as triggers when you are preparing the minutes.
  • Try to ensure you know each person’s name and use their initials in the left-hand margin against something they say.
  • Asterisk or underline any important points or decisions reached

• 8.    Stephanie Cunningham  |  November 20th, 2008 at 12:49 pm

  Question 1 (3 marks)
  Outline the roles of the 3 main office bearers at a meeting.
  • Chairperson
  The chairperson must be in control of the meeting so they should have personal skills and qualities to help with this. All the members should respect them and listen to them. The chairperson has to cast the last vote so they have to be fair in their judgements and use their casting vote wisely.
  • Secretary
  The secretary organises a meeting, this needs administrative support and there are duties which the secretary needs to perform before, during and after a meeting. This is from booking the venue of where the meeting is taking place to tidying the room after the meeting has took place. It depends how big the meeting is (AGM or just a team meetings) regarding how much work needs done.
  • Treasurer
  The treasurer is responsible for preparing financial reports and presenting this information at the meeting.
  Question 2 (3 marks)
  Identify the common items on an Agenda for nearly every meeting.
  On the agenda there is always a list of apologies for absence, minutes of the previous meeting, matters arising in the firm and date of the next meeting will be discussed.
  Question 3 (4 marks)
  You are going on holiday. Prepare instructions for the Trainee Administrative Assistant on how to take the Minutes of a meeting
  The minutes are of what is discussed and decided at a meeting. They are in past tense and third person.
  Try to avoid taking down every word said as this is very time consuming but be sure to record fully any important decisions.
  Try to put up key words or phrases to act as triggers when you are preparing the minutes.
  Makes sure you note correctly the date and time of the next meeting.
  Note down those who were present at the meeting and put the Chairperson’s name first and the Secretary last. It is advisable to list the name of the other members in alphabetical order.
  Try to make your writing easily to read when looking back at them.
  When writing down the minutes asterisk or underline any important points or decisions reached.

• 9.    Lisa robertson  |  November 20th, 2008 at 9:02 pm

  Q1. a chairperson is someone who is the most important person at a meeting. the chairperson has to take charge of the meeting .

  the role of a secratery is to organise the meeting and take the minutes, they will also need to book the venue for the meeting and inform everyone where and when the meeting will be held.

  the treasurer is someone who deals with the finances of a company. this is a very important job because they have to loo after the money and make a decision to spend it wisely and in the best way for the company.

  Q2. the minutes of aprevious meeting. the apoliges for absences. issues which are arrising in a meeting and wish to be discussed. date and minutes of the next meeting.

  Q3. The minutes are to be taken as follows..
  sit in on the meeting and take down all the key things said. The chairperson will guide you on some of the things. when the meeting is over you will need to type up the meetings and send them to every1 who was in the meeting.

• 10.    nicola  |  November 20th, 2008 at 9:49 pm

  Q 1.
  Chairperson – to organise and control the meeting, bringing up points to discuss with others present.
  Secretary – to take notes ( minutes) from each meeting, including important points and send them to who ever was present at the meeting. Also discusses prevoius weeks minutes to ensure no mistakes were made.
  Treasurer – is in charge of dealing with the finance of the meeting.

  Q2.
  • Apologies.
  • Mintues of prevoius meeting
  • AOBTC (i think thats the right order!)
  Q3.

  • Ensure you have a pen and paper or a laptop ready to note down points.
  • Listen carefuly to what is being said by everyone
  • Take down notes of important points such as, apologies, matters arising, and other relevant things.
  • Once the meeting is over, look over the minutes and organise them into a table format, under the correct titles.
  • Once typed up correctly, minutes should be emailed to all who was present or should have been present at the meeting.
  Sorry, i left my notes in school so i had to do this from the top of my head!

• 11.    Lauren  |  November 21st, 2008 at 10:19 am

  1.
  Chairperson: The chairperson has many roles within a meeting, including commencing the meeting by ensuring that it is set up and run properly, but generally they are in charge of the meeting. 
  Secretary: The main role of the secretary is to take responsibility of certain tasks, such as booking the venue to preparing the chairpersons agenda. 
  Treasurer: The role of the treasurer is to oversee financial records and procedures within the meeting.  3/3
  2.
  The main features within an agenda are apologies for absences, minutes of the previous meeting and date of the next meeting should be scheduled.  3/3
  3. Minutes are an official record of a meeting and are usually taken by the secretary.
  • Note the date, time and place of the meeting.
  • Note all persons present at the meeting
  • Note apologies and who they were received from
  • Note if minutes from the previous meeting were taken as read, agreed and signed by the chairperson
  • Note any matters arising and if they were discussed
  • Note any other current business that was discussed
  • Note the date of the next meeting, time and place

   Well answered Lauren. 10/10

• 12.    Elaina  |  February 23rd, 2009 at 8:55 am

  I recently came across your blog and have been reading along. I thought I would leave my first comment. I don’t know what to say except that I have enjoyed reading. Nice blog. I will keep visiting this blog very often.

  Elaina

  http://www.craigslistpostingtools.info

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