Administrative Advice for Business Meeting

An essential part of any organization`s life, business meetings should be carefully monitored. There are administrative tasks to be made before, during and after the meeting. Below you can find useful administrative advice for business meeting in order to keep record easier.

  • Before the Business Meeting

Send the invitees the meeting agenda and presentation materials at least a week before the meeting. This is recommended especially when decision will be made during the meeting. Those discussions should happen earlier in order to give everyone the chance to air grievance, make inquiries and look for answers. Make sure relevant stakeholders receive invitations to the meeting and that they were given the opportunity to contribute to creating the agenda.
When the meeting begins, the facilitation must state the ground rules. They should be then documented, posted and accepted by the business meeting attendees. Some basic rules examples are: turn off cell phones ringers, return from lunch and breaks on time, do not interrupt speakers, and avoid sidebar discussions.

  • During the Business Meeting

It is advised to record the meeting minutes. The ones who could not come to the meeting should be provided with the minutes record of what happened. Usually, the meeting minutes include: title of the meeting, date, time and place, the meeting attendees (alphabetically ordered), the agenda and notes regarding each item in the agenda. Also add decision that were made, follow-up actions and the ones in charge with completing these actions.

  • After the Business Meeting

If there are uncertainties or misunderstandings about the minutes recorded during the business meeting, always clarify them. The follow-up items include the actions to be taken, the persons who are responsible for them, and the time frame for completing them. Make suggestions for alternate dates and possible agenda items for the next business meeting. Send the meeting minutes to the invitees no later than 48 hours after the meeting.

  • Conference Call Business Meetings

Even if a conference call is cheaper for the company, it can be more difficult for the meeting facilitation. In addition, a conference call business meeting does not offer the possibility to read body language or make eye contact. Therefore, setting the ground rules is very important. Examples of ground rules for conference calls: mute the phone when there is a lot of background noise, and ask speakers to say their name when they start talking.