Page 50 - eBOOK_OFFICE ADMINISTRATION 2_Vol 2 2024

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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