Arrive early and set up the room (for a big event this could have been done the day before).
Debrief anyone involved in helping you organize the event.
Have your checklist ready and make sure everything is as you have planned, including making sure the delegate handouts are in place.
Make sure the room is set out as planned and there are enough chairs with a few spare.
Register people to the event/meeting and give out name badges if appropriate.
Check the temperature of the room and regulate if necessary.
Adhere to programme timings for start, breaks, meals and finish.
Usher in any late arrivals and try to leave some room for them at the back so they can ‘sneak’ in.
Be on hand throughout the whole meeting/event for any unforeseen problems and be ready to solve them.
If there are any distracting/disturbing noises (perhaps from kitchens or building work, or attendees forgetting to turn their phones off), then put an immediate stop to them.
At the end of the meeting, collect any name badges and completed evaluation sheets, and distribute goodie bags or handouts as appropriate.
If car parking tokens are required or car parking tickets need to be stamped for attendees to get out of the car park, make sure they are aware they need to do this.
Thank them for coming and say goodbye. Taking minutes
Study the title and agenda beforehand.
Introduce yourself to the meeting leader if appropriate.
Ask for copies of any handouts or PowerPoint slides.
Make sure you spell everyone’s names correctly.
Sit where you can clearly see everyone and hear what is going on.
Actively listen and take notes and look for the main sense.
Be selective in your note-taking and understand when items are ‘off the record’.
Identify attendees as far as possible and ask for the attendee list. If you are unsure of who says what and it is important that this is noted, then ask.
Have a clear action column and put in names/initials/ dates to be done by.
If you want to shine in your role, take a look at the training courses we offer at Bingo Traders. Designed specifically for EAs, PAs, Admins, Office Managers,… , these learning opportunities provide the skills and knowledge you’ll need to excel.
Sue France / Photo on Unsplash