Explain these TWENTY matters to deal with before a meeting in sufficient detail and for each, consider TWO likely consequences to be suffered in the event of a failure to ensure that they are properly executed.

1. Assure yourself that there are genuine reasons and need for the meeting.

2. Bring together these genuine reasons to draft an approved agenda for the meeting.

3. Clearance for the meeting with it associated funding must be obtained next.

4. Decide on a date and ensure that the meeting venue is available for you on that date.

5. Ensure that key persons for the meeting are available on the said date.

6. Furnish attendees with public notice (on the notice board or electronic page) as well as private notice (memo/mail/call) stating day, date, time, venue and agenda for the meeting.

7. Give a name and contact telephone number or mail for all meeting correspondence.

8. Have a folder or file of all relevant documentation to be made available to attendees.

9. Inform and obtain approval from senior officers related to the meeting on all matters of changes and adjustments.

10. Justify changes and adjustments and notify attendees as soon as possible.

11. Keep a list of all related technology that will be required for the meeting (projectors. microphones, recorders etc.) and test them a few days before the meeting to ensure that they are functioning.

12. Latest by three days to the meeting, remind attendees of the meeting day, date, time, venue and agenda and if applicable their specific role in the meeting. This may be by use of memo telephone call, text message, memo, email, what's app or in person. depending on which is appropriate.

13. Meet with a selected team of coordinators and orient them for the meeting. Their orientation must focus on their individual roles towards achieving the overall objectives of the meeting.

14. Note that on the meeting day, you are to provide a final reminder with all details to attendees.

15. Organize and set up the meeting venue as early as possible especially if there is no function prior to yours.

16. Provide VIP seats and ensure that they are reserved at the appropriate locations.

17. Qualified persons must be identified to take over office duties so you will be at the meeting venue to focus on meeting matters.

18. Readily commence meeting on time. If there is no quorum or presence of key persons, start with the peripheral matters.

19. State clearly what varieties of refreshment you will make available to attendees and take orders for that.

20. Take time to identify and correct all hitches as the meeting builds up.

Answer rating: 100% (QA)

Solution Here are explanations for each of the 20 matters to deal with before a meeting along with two likely consequences for failing to ensure their proper execution 1 Assure yourself that there are ... View the full answer