Diary planning and Scheduling meetings

 Diary planning…scheduling meetings!!!

Do you groan with frustration when this task is next on your list, or do you find it easy?  From many years of scheduling meetings and adding tasks, events, etc into different managers’ diaries, I have found that the main component of concise, well-planned diary management versus frustration, stress, and ‘pull-your hair-out’ diary planning and scheduling is one simple word:  Communication!

Communication is key to ensuring:

·        Meetings are planned with breaks, appropriate notes and reports, and travel time allowed (if required),

·        Meetings are concise and all attendees know the time allotted and the reason for the meeting,

·        The diary is well-maintained with appropriate information included and easy for the manager and assistant to review quickly.

When communication is poor, the secretary/assistant arranging meetings and scheduling the diary will be frustrated, not able to include appropriate documentation or information and then often feels that the task is overwhelming.  I have been in different areas of both paid and not-for-profit where people assigned to scheduling meetings put it off and then the meeting/s do not accomplish their purpose.

Some tips that may help:

·        I cannot stress enough how important COMMUNICATION is to successfully plan meetings.

·        Review daily/weekly the meetings that need to be arranged and book them as early as possible.

·        Gather all documentation required (reports/data/plans) and have the required number of copies ready for attendees.

·        You may find using color coding in the diary system helpful.

·        Ensure an email is sent after you have phoned to book an appointment, confirming the appointment/meeting.

·        Send a follow-up email 24 hours prior to the meeting as a confirmation.

·        If you need to postpone/cancel a meeting, do so as early as possible and if required, re-book.

·        Have your scheduled meeting list ready and all your folders/documents together so that you can quickly access the required information.

Communicate with co-workers/volunteers as required to advise when you will be available to speak between meetings so that interruptions are kept to a minimum.

Hopefully, some of these tips are helpful and I am sure you will have more to add from your years of experience.

 

Following up Post Meeting

 One of the key points I have learned over the past 30+ years of working in the N-F-P areas and participating in meetings is that having an ‘Action Sheet’, or ‘Follow-up post meeting’ sheet for the different people involved is a very helpful document.

So, what I am talking about?

You attend a meeting, take notes, type minutes, correspondence, etc. as a secretary.  You send out the final minutes, and a week before the next meeting, one of the managers/directors, etc. will contact you asking what they were supposed to complete before the upcoming meeting? So, you scurry through the last set of minutes trying to note where they were assigned tasks and then collate all you’ve found to send to them.

One way I have learned to overcome this issue from many years of experience writing minutes is to have an ‘action sheet’ where I note the tasks to be completed by different portfolios/managers as I am finalizing the minutes to be sent out.

You may have one sheet and note all actions with the name of the assigned person and perhaps a ‘tick box’   next to their name; alternatively, you may choose to have a sheet per portfolio/manager and list for them all their assigned tasks.  It would be very helpful to them if you also include where in the minutes each task has been assigned to them.

Example:

Name of Portfolio:                           XXXX XXXXXXXX

Minutes of Meeting:                       XX – XX XXXX

Tasks Assigned:

             Item #                                 Task: ______________________________________________

             Item #                                 Task: ______________________________________________

 

This step in your finalizing minutes and post-meeting steps will assist, not only you but also the portfolios/managers who have been assigned tasks.

You may think, well it’s their responsibility, and that is true, however, as the secretary/administrator, it helps you to be a positive communicator.

 

 

Reporting

If you attend general meetings of different organizations, and if you hold any portfolio position, then you may need to provide a written report of activity for the area you oversee.

Reporting about the activity of the area of management under your portfolio ensures that there is accountability, and the opportunity to ask for assistance, or additional resources for the daily oversight of the area/programs/activities.

Ensure the correct reporting period is clearly shown on the report, along with who is reporting, and position, and what the report is about.

Gather any information from your team, collected information and data, and clients that you know need to be included for reporting. 

Example 1: a sports club coach may include the number of players across each age group, the number of games played in the reporting period, and any incidents, equipment required, or upcoming training events that require funding.

Example 2: a manager of a Not-For-Profit retail area may include the number of employees or volunteers, how much stock was put through the retail for the reporting period, any incidents/sick leave/staff rotation issues, what maintenance is required in the retail section and how much profit/loss with a breakdown of income and expenses.

Read through your report for typing errors, and to ensure it is concise and clear when reading.

You may also like to include a summary of recommendations/issues to be addressed at the end of your report – this helps the minute secretary and the other portfolio managers when they are looking for your recommendations.

Don’t forget to submit your report by the required date and to the correct person/s.

One last tip! Ensure you have a copy (either printed/digital) with you for the meeting so that you can easily refer to recommendations/notes/points that others in the meeting ask you.

Prepare for your meeting

How do you feel when you are rushing to a meeting with sticky notes, and pieces of paper flying about, and you are looking for a pen that works!  We know that this is NO way to be prepared to go into a meeting.  When you are rushed, ill-prepared, and do not have the information you need on hand, the meeting will be a disaster of distress, frustration, and unmet expectations.

How can you be prepared so that the above-mentioned situation is not what you are dealing with? Simply, be prepared – get organized!

1.   Schedule time in the days preceding the meeting to read through all material sent.

2.   Have your agenda ready (printed/digital) and ensure you have advised the person assigned to prepare the agenda; any items you want to have included for discussion.

3.      Read through any reports prior to the meeting and have your notes/questions ready.

4.  Read through the previous minutes, noting anything you are supposed to have completed (and ensure it’s done).

5.      If you are bringing items to the meeting for discussion, have your notes and research collated.

6.      Have your pen and paper ready, or your digital device (and ensure it is charged).

7.      Be well hydrated and rested.

These are some simple steps that you can take to help be prepared for an upcoming meeting.  Entering a meeting feeling calm and confident, with the correct materials on hand, will assist you in communicating through the discussions that will take place and working towards amicable, achievable decisions.