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CHAPTER 4



                   organization and planning. Typical documents may include:
                   ➢  An agenda, which lists the topics to be discussed during the meeting

                   ➢  Minutes, which are the written record of the official business of a

                          meeting
                   ➢  A list of follow-up items or reminders of tasks to do following the

                       Meeting


               2. Before, during, and after a formal meeting, you may need to prepare an agenda,
                   take minutes, prepare and distribute minutes, and note follow-up items, as well as

                   take notes.


                 BEFORE THE MEETING



               1. The following suggestion will be helpful to you in your planning for meeting:



                  Establish a meeting           •  Create a meeting folder and electronic folder on
                          folder                    your  computer  to  store  documents  related  to  a

                                                    meeting, including attendees list, agenda, notes,
                                                    and materials to be distributed.

                  Determine a meeting           •  Meetings can be scheduled or suggested by the

                           time                     organizer.
                                                •  It's crucial to contact participants with suggested

                                                    times and ask if one is convenient.

                                                •  This  is  especially  important  for  longer-term
                                                    meetings  involving  clients  or  others  such  as

                                                    conferences or quarterly sales meeting.

                                                •  If asked to help plan a meeting, prepare materials
                                                    and ensure follow-up actions are documented and

                                                    carried out.

                   Reserve a meeting            •  When you know the date, time, and location of the
                           room                     meeting, check to see if the desired meeting room

                                                    and time are available.



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