Before the meeting staff should:

• inform manager of meeting arrangements

• book the meeting room with the clerical assistant responsible for room bookings

• check that the equipment required is in place and in good working order

• give branch offices advance notice of teleconferences and set up the equipment on the day

• arrange catering if it is required for clients and other visitors with the receptionist and the clerical assistant (bookings)

• notify all staff expected to attend the meeting and provide an agenda

During the meeting staff should:

• appoint a chairperson and a recorder to take minutes

• keep an attendance sheet

• keep the meeting to time and organise a follow-up meeting if required

After the meeting staff should:

• ensure that the meeting room is left clean and tidy

• return all equipment to the right section

• report any equipment failures to the clerical assistant (bookings)

• complete minutes of meeting including what action is to be taken, by whom and when