The Secretary’s Role at Meetings The secretary is crucial to the smooth running of a meeting. This involves activities before, during and after meeting. The secretary is typically responsible for compiling and distributing the company meeting materials, including meeting notices, and following up procedures to make certain that there will be adequately attendance to conduct a meeting.The secretary is typically involved in securing appropriate materials from management for inclusion in the meeting, and in arranging the physical aspects of the meeting, which includes making room reservations, providing refreshments, as well as coordinating any outside attendees. In order to be effective, the secretary of the company should ensure that the following activities be carried out. Before the Meeting 1.Consult the chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda. Decide what business requires discussion and what requires a decision by the management committee. 2.Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda are prepared. 3.Circulate to all members any papers to be discussed at the upcoming meeting, a copy of the agenda and minutes of the previous meeting. 4.Make sure that any reports or information requested at the previous meeting will be available, or that there is a good reason why not. At the Meeting 1.Arrive in good time before the meeting starts, bringing, in good order, the minutes, all relevant correspondence, and the business subjects that should be discussed. Record the names of those who are present, and convey and record apologies received from those who are absent. 2.Read the minutes of the previous meeting, and if approved, obtain the chairperson’s signature on them. 3.Report on action or matters arising from the previous minutes. Read any important correspondence that has been received. 4.Unless there is a minutes secretary, take notes of the meeting, writing down the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out. Make sure the action points are clear. 5.Make sure that the chairperson is supplied with all the necessary information on the agenda, and remind him/her if an item has been overlooked. After the Meeting 1.Prepare a draft of the minutes and consult the chairperson and chief officer for approval. 2.Send a reminder notice of each decision requiring action to the relevant people; this can be done by telephone, or by an “action list” with the relevant action for each person duly marked. 3.Promptly send all correspondence as decided by the management committee.