Scottish Highers Administration and IT Meetings and Events: Outline ways in which the staff

Question

Outline ways in which the staff in the case study could have been more effective in planning and supporting the meeting.

This was all too familiar for Gail, a Sales Assistant with Tempest Ltd. Once again, she found herself rushing to grab papers from the filing cabinet drawer. She quickly tracked down the required folder which contained the notice of meeting for the monthly sales team meeting and a paper copy of last month’s – rather substantial – minutes. She was then very late for the meeting . . . which had started 10 minutes ago.

Gail need not have bothered with her Olympic style sprint to the room though as her colleagues were hovering outside like bees round a honeypot. The room was already occupied by employees from another department and proceedings were well underway. The last time Gail’s team had used this room they had to spend time re-arranging the desks and chairs as they had been piled up as the table had been cleared away.

The Administrative Assistant eventually found the team an alternative location. The Sales Manager, who was the meeting chairperson, started in his usual fashion by randomly discussing topics. The meeting quickly became unfocused as everyone was not very clear about what issues they were trying to discuss. No one bothered to clarify the agenda and so the discussion jumped from topic to topic.

The Sales Manager finally introduced the first topic only to find out that the team had not been given any prior notice. However, during the meeting, one colleague did raise a query regarding the last meeting as they had not agreed in the meeting that it was to be recorded.

Gail managed to make a note on her phone about it but was then further served by using Action Minutes . . . only to be interrupted by the telephone in the room!

Outline ways in which the staff in the case study could have been more effective in planning and supporting the meeting - Scottish Highers Administration and IT - Question 1 - 2022

Worked Solution & Example Answer:Outline ways in which the staff in the case study could have been more effective in planning and supporting the meeting - Scottish Highers Administration and IT - Question 1 - 2022

An agenda should be prepared and issued in advance to those attending the meeting

The Administrative Assistant could check that the room is reserved

The Administrative Assistant should ensure all files required for the meeting are organized

The Sales Manager should carefully note any apologies for absence

The Sales Manager should ensure that everyone has a chance to speak

The Sales Manager should inform attendees that calls should be muted

The Sales Manager should keep discussions to the point

Time should be allocated to each topic in the agenda

The Sales Manager should check the previous minutes at the start of the meeting

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