Ahhhhhhhhhh!!! Was pretty much the sound I made when I was asked to take on the task of managing meeting rooms for my office. I say ‘asked’, if I’d been asked, obviously I would have said ‘hell will freeze over before I manage the meeting rooms’. No, I was told I had to manage the meeting rooms because I was the only Assistant on the same floor as all the meeting rooms so it made sense for me to manage who was using them. I’m not going to lie to you, I hated this task. It sucked. It sucked more than expenses and writing minutes combined.
A really fundamental task for assistants is organising your department team meetings. If your organisation is anything like the businesses I used to work for I bet you organise A LOT of team meetings. I know that most of you are aware that some meetings are not the best use of time, but did you know something like $37 billion a year is lost to unnecessary team meetings?! That’s crazy right? The statistics don’t end there with 73% of people admit to doing unrelated work in their meetings. If anything, these statistics show that some work needs to be done to make the meetings worthwhile and effective. As so many of you organise team meetings this is an area that you could add real value and a great place to start would be working on some ground rules for team meetings.
When hiring external meeting spaces assistants should treat the task as they would a small event. There are many factors that will make the meeting a success. Assistants must ensure they hire a meeting space that contributes to the success of the meeting. Here are some top tips for booking space for your Executive meetings.
Has anyone ever been happy about a mandatory meeting at work? Many people feel that they are not productive at all and that meetings are in fact keeping them from doing their actual work.
So you have organised a meeting, it has been in everyone’s diaries for ages, you’ve booked a room and ordered tea and coffee. You get to the meeting room only to find a handful of attendees have arrived, some turn up late, others couldn’t find the room and one person just didn’t bother turning up.
At some point in an assistant’s career they will be asked to put together a slide deck for their Executive. This could be for a presentation in front of the board, for other members of staff or a pitch to win new clients. Whatever the occasion it is really important that the slides reflect the key points that your Executive is delivering.
Working for a Company Secretary in one role and looking after 12 Committees in another means I have spent more time than I care to admit putting board papers together. They have been the absolute bane of my life and I must admit I hated that part of my role.
Last week I wrote a blog on minute taking during meetings. It provided quite popular so I thought I’d write a little something on working with Committees in general. The minutes are the end product of a meeting but how do we ensure the meeting itself is well organised, productive and attended by the right people? I’ve worked with quite a few Boards and Committees over the years and have organised some worthwhile meetings and also some useless time wasting meetings so I understand the balance needs to be right and steps have to be followed to ensure the meeting is a success.