Office Practice N4 | Meeting preparation checklist

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Question

Name the items on the preparation checklist for meetings.

1. Notice and Agenda

The notice and agenda must be prepared and distributed in advance to inform participants of the meeting’s date, time, venue, and the topics to be discussed. This ensures all members are aware of what to expect and can come prepared.

2. Minutes of the Previous Meeting

The minutes of the previous meeting should be included so that members can review past decisions and track progress. These are essential for continuity and accountability.

3. Attendance Register

An attendance register must be prepared to record all members present at the meeting. This is important for official documentation and future reference.

4. List of Attendees

A list of attendees should be compiled in advance to ensure all relevant participants are expected and accounted for. It also assists in communication and logistics.

5. Writing Pad

Providing a writing pad allows members to take notes during the meeting. This supports active participation and helps in keeping a personal record of key points.

6. Flipchart

A flipchart should be available to assist in presentations, brainstorming sessions, or visual demonstrations. It is a useful tool for enhancing understanding and collaboration.

7. Venue

The venue must be booked and confirmed to ensure it is available, clean, and equipped for the meeting. The setup should be suitable for the number of attendees and the meeting’s purpose.

8. Arrangements for Taking Down Minutes

Arrangements should be made for someone to take down accurate minutes during the meeting. These notes are critical for documenting decisions, actions, and outcomes.

9. Apparatus to Be Used

Any apparatus needed—such as projectors, laptops, or microphones—should be tested and prepared in advance. This prevents technical disruptions during the meeting.

10. Additional Information to Be Circulated

All additional documents, reports, or resources that will be discussed or referred to should be printed or shared digitally with attendees ahead of time.

11. Arrangements for Refreshments

If the meeting is lengthy or occurs during a break time, refreshments should be arranged to ensure participant comfort and maintain engagement.

12. Confirm Members’ Attendance

Confirming attendance with all invited members helps in planning and ensures that key individuals will be present for important decisions.

13. Prepare Chairperson Agenda

A detailed agenda should be prepared specifically for the chairperson, including speaking points, timings, and guidance to help steer the meeting efficiently.

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