Discuss the roles of personnel associated with meetings

1 – Meeting CHAIRPERSON

ROLES 

  • Meeting Planner
  • Meeting Coordinator
  • Meeting Manager
  • Meeting facilitator
  • Meeting leader
  • Meeting contributor

RESPONSIBILITIES

  • Plan and coordinate the meeting in line with an agreed meeting processwhich includes writing meeting objectives, negotiating meeting time and date with attendees, booking venue, inviting attendees, inviting special guests, and planning catering if required
  • Manage the meeting process by ensuring all meeting roles are assigned and expectations clearly communicated, meeting protocolsare negotiated and agreed to by the whole the team, everyone is able to attend as per agreed dates and times, and preparation of resources and presentations required as per the meeting agenda is complete in time for the meeting date.
  • Facilitate the meeting by taking the leadership role and directing the meeting process through the agenda . Guide and lead discussions to ensure all participants are given the opportunity for equal participation and wherever possible the agenda runs to the agreed time frames. If required, ensure no one particular meeting participant dominates discussions by enforcing meeting protocols such as honouring all participant’s contributions.
  • Contribute ideas and strategies to meeting discussions, brainstorming sessions and mini workshops

2 – MEETING MINUTE TAKER

ROLES 

  • Agenda Coordinator
  • Agenda Writer
  • Meeting Note Taker
  • Meeting Discussion Recorder
  • Minute Writer
  • Team Communications Facilitator

RESPONSIBILITIES

Using an agreed agenda and minute taking template:

  • Send proposed agenda to team so they have a baseline for planning the next meeting agenda
  • Invite agenda item submission from all meeting attendees prior to the meeting
  • Write up agenda including all items carried forward from previous minutes and new items received from the meeting attendees and meeting leader (chairperson). Send completed agenda to all participants prior to the meeting taking place.
  • During the meeting, record key points which come out of meeting discussions, brainstorming sessions, strategic planning, feedback from mini workshops, agreements and contracts, follow ups and progress checks. Do this by taking notes using the minute taking template as a guide. Later fine tune the key points recorded during the meeting and produce final minutes as a full record of the meeting.
  • Disseminate minutes via Email to all participates to facilitate team communications and making sure everyone is kept in the communication loop, even if they were not able to attend the meeting.

3 – TIME KEEPER

ROLES 

  • Meeting Time-Keeper
  • Discussion Time Monitor

 

RESPONSIBILITIES

  • Assist the meeting leader(chairperson) to monitor meeting time frames by keeping an eye on the time allocated to agenda items (using the agenda as a guide) and making sure the meeting is on track and within agreed times for each agenda item
  • Inform the meeting when only 5 minutes remains on each agenda item

4 – MINI WORKSHOP FACILITATOR

ROLES 

  • Mini Workshop Facilitator
  • Special Project Planner
  • Special Project Leader
  • Special Project Facilitator
  • Project Manager

 

RESPONSIBILITIES

  • Plan and manage specific special projects as required
  • Lead and facilitate mini workshops within the meeting framework as required for specific special projects
  • Record and manage special project progress using project management tools
  • Manage team communications in relation to special projects to ensure everyone is kept informed of progress and is aware of their own roles and responsibilities, progress checks and deadlines within the framework of the project

5 – MEETING PARTICIPANT

ROLES

  • Agenda Contributor
  • Discussion Contributor
  • Brainstorming Contributor
  • Special Project Participant

 

RESPONSIBILITIES

  • Contribute items to meeting agenda
  • Contribute during meetings in team discussions, brainstorming, strategic planning, and special projects
  • Undertake assigned special project tasks
  • Read meeting minutes and project plans to keep up to date with important team and business information, strategic planning and special project initiatives

 


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