1. Meetings
Lesson 6
Documentation
The main documentation for meetings are an
agenda and minutes

2. Agendas
Most businesses use meeting software to organise participants for the
meeting. Once everyone is available, all participants should be asked
to identify any items they would like to discuss at the meeting so that
the item can be included on the agenda. When these items are
received, a combined notice of meeting and agenda is prepared,
specifying:
■ the time, date and place of the meeting
■ points to be discussed at the meeting
■ who will be discussing the points
■ approximately how long each person will speak for.
LOOK AT FIGURE 6.10 on page 348 now

3. Minutes
Minutes are a formal account of the events of a
meeting, and should be recorded in clear, concise
language without ambiguity. They record:
■ the time, date and place of the meeting
■ the attendees and any apologies
■ the date of the next meeting
■ outcomes from discussions
■ tasks assigned to specific members
■ the closing time of the meeting.
FIGURE 6.11 PG 349 SHOW MINUTES

4. Question
 Do the Stop and Explore task on page 349
 Now read the table below on page 349
(shows good and bad minute taking)

5. Meeting technologies
When organising meetings, there are specific
software packages that integrate with email
software to assist with planning. The features of
these systems allow users to:
■ use calendars to schedule the meeting
■ create an agenda from submitted items automatically
■ log attendances at the meeting
■ record the outcomes of a vote if necessary, allowing
anonymous voting or user name based on the voter’s
preference and assign follow-up tasks to the appropriate
user automatically

6.  Interactive whiteboards
 Interactive whiteboards allow the user to operate the
screen in the same way as you would use a mouse
on a computer. Touch screens require no special pen
or stylus, which makes them ideal for all types of use,
including freehand drawing and on-screen writing
 Interactive plasma screens
 Large widescreen monitors that are usually hung on
walls can be used with computers and video or DVD
recorders through the use of an overlay that fits over
the screen.
 Digital presenters
 Digital presenters can display written notes, diagrams
and hard copies of documents with the assistance of
a projector and a screen.

7. Remote meetings
 Audio conferencing
Audio-conferencing systems, also known as teleconferencing,
operate through telephone links with dispersed groups of people at
various locations
 Webinars
Webinars are like seminars over the internet. Interaction can vary,
from being mostly one way to very collaborative, where
participants are invited to ask questions of the presenter.
 Webcasts
A webcast is similar to a webinar, except that the transmission of
information is in one direction only. It is a media file that is
distributed over the internet using streaming media technology
and can either be live or prerecorded.

8.  Web conferencing
Web conferencing systems use the internet to provide
virtual meetings for members from multiple locations
worldwide.
 Videoconferencing
Videoconferencing, also referred to as telepresence,
requires both locations to have similar specialised
video equipment that provides very high quality audio
and high definition video in a specially set up meeting
room

9. Questions
 Page 358
 Q5