After a meeting, a secretary typically performs several duties to ensure that the proceedings are properly documented and follow-up actions are carried out effectively. Here are some common duties of a secretary after a meeting:
1. Minutes Preparation:
- Transcribe detailed minutes or notes of the meeting, including discussions, decisions made, action items, and any important points raised.
- Ensure accuracy and clarity in recording the meeting proceedings, capturing key points and outcomes.
2. Distribution of Minutes:
- Distribute the minutes or meeting notes to all attendees and relevant stakeholders promptly after the meeting.
- Ensure that everyone receives a copy of the minutes to keep them informed of the discussions and decisions made during the meeting.
3. Action Item Tracking:
- Compile a list of action items identified during the meeting, specifying tasks, responsible parties, deadlines, and any other relevant details.
- Follow up with responsible individuals to ensure that action items are completed within the specified timeframes.
4. Documentation Management:
- Organize and maintain all meeting documents, including agendas, presentations, minutes, and supporting materials, in a structured and accessible manner.
- Ensure that meeting documents are properly archived and stored for future reference or audit purposes.
5. Communication and Coordination:
- Communicate relevant information and updates from the meeting to stakeholders who were unable to attend, ensuring that they are kept informed of decisions and action items.
- Coordinate follow-up meetings, if necessary, to address outstanding issues or continue discussions on unresolved matters.
6. Feedback Collection:
- Solicit feedback from meeting participants on the effectiveness and efficiency of the meeting format, agenda, and facilitation, seeking opportunities for improvement.
- Incorporate feedback into future meeting planning and execution to enhance the overall meeting experience and productivity.
By performing these duties diligently, the secretary plays a vital role in ensuring that meetings are conducted smoothly, decisions are documented accurately, and follow-up actions are carried out effectively, contributing to the overall efficiency and effectiveness of the organization's operations.
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