Ask the Admin: Meeting Minutes Retention

Administrative Arts

I got the following e-mail from Dee: I am the Secretary of our neighborhood community association, how long should we retain the minutes. I do not want to keep minutes for many years. You don’t indicate if you are talking about Board minutes or membership meeting minutes. According to every reference I can find for document retention, Board minutes should be kept permanently. Non-Profit Document Retention Recommendations.

Routine Procedure – Friday

Practically Perfect PA

0810 – I’m on the early train into work today as there is a Board meeting starting at 9am. 0845 – It should be the best day to be able to follow the routine as all of my Directors are in the board meeting from 9am until 5pm today. Before I start my work, I help get a few bits sorted for the Directors before they head into the meeting. Most of the jobs are small but there are a lot of them, including booking rooms, answering email queries and setting up meetings.

2011 109
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Routine Procedure – Thursday

Practically Perfect PA

I also have a quick check over my emails and calendar for the day, I do have a few meetings today that I also need to attend. I also have some answers following the requests I sent out earlier this morning, some of the replies are easy for me to deal with, for example adding meetings to my directors diaries. . 1230 – Heading into a meeting knowing I’m probably going to come out with some actions. 1555 – One of my Directors has a meeting at 4pm and seems to have gone AWOL.

2011 109

Routine Procedure – Monday

Practically Perfect PA

My Directors are all in a meeting so no chance to connect yet. 1125 – One of the Directors has popped out of the meeting to ask me to scan a 40 page document without removing the binder for another colleague in the meeting. This takes 10 minutes. Coming back from the scanner I have a voicemail message, quickly return the call to another PA to set up a meeting with her Director and mine for tomorrow morning. Take 5 minutes to add them to the to-do list.

2011 109

Ask the Admin: Records Retention

Administrative Arts

I got this e-mail from Kelly: What is the business standard for the length of time to keep meeting minutes? You didn’t specify what type of minutes you need to keep. How long you retain meeting minutes will depend on the type of meetings you are referring to. Most record retention schedules I’ve seen have recommended keeping board meeting minutes permanently. Managing Calendars Part 2: Scheduling More Than Meetings.

NEW! OneNote 2016 Training Series

All Things Admin

Whether it’s creating effective systems for minute taking, follow-up on action items, travel planning, procedures documentation, or developing communication systems that are easy for your executives to scan for information, organization is a vital skill for success-minded admins.

2016 52

Different spellings: British, Canadian and American

Laughing all the Way to Work

© Copyright Patricia Robb 2010 27 February, 2009 Different spellings: British, Canadian and American I was proofing a document the other day, but since Ive been reading documents from the United States and Canada, I couldnt remember if behaviorial was the American or the Canadian spelling. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Minute taking made easier.

2009 100

5 Remote Collaboration Challenges and How to Overcome Them

Dumb Little Man

Conducts effective virtual meetings using an online collaboration tool. Remote teams must make use of them and set goals for every day through virtual meetings. If the team does not have the habit of reporting to the team lead and meeting the deadlines, it will be ultimately dissolved.

2020 231

Breaking down Minutes: The Art of Minute Taking

Who's the Real Boss?

As an EA who has been working in the industry for more than twenty years, the number one question I usually get asked is around minute taking and more specifically on “how you take good minutes?” So, let’s move to the steps and tips on producing the best minutes.

2020 56

Sabotage in Today's Workplace May Begin With You

45 Things

Galford, Bob Frische and Cary Greene use unclassified World War II documents from the Office of Strategic Services (the predecessor of the CIA) to reveal how European resistance movement members were advised how they could muck up the internal works of an organization. Nitpick and haggle over precise wording of communications, meeting minutes and resolutions. In a meeting, attempt to reopen old issues and question their viability.

2015 53

A Look at Less Meeting

Productivityist

I''m not a fan of meetings. Less Meeting has helped me deal with meetings more effectively and efficiently -- and it scales in a way that allows people to slowly adopt it without feeling overwhelmed. The service acts as a one-stop shop for all of your meeting needs. You can schedule meetings through Less Meeting (although I generally use Doodle for that) and share meeting minutes both on the fly and after meetings.

2013 61

Webinar Advanced Minute Taking Workshop

Office Dynamics

Advanced Minute Taking Workshop. After many requests, the editors of the Administrative Professional Today newsletter have produced a webinar to take your minute taking skills beyond the basic level to master minute taker. What makes a master minute taker? Do you have a moment of panic when you're asked to take meeting minutes? Do you worry that during a meeting you will be asked a parliamentary procedure question? Following up after the meeting.

2012 100

A Look at Less Meeting

Productivityist

I’m not a fan of meetings. Less Meeting has helped me deal with meetings more effectively and efficiently — and it scales in a way that allows people to slowly adopt it without feeling overwhelmed. The service acts as a one-stop shop for all of your meeting needs. You can schedule meetings through Less Meeting (although I generally use Doodle for that) and share meeting minutes both on the fly and after meetings.

Administrative Assistant Job Descriptions

Administrative Arts

Creating and Modifying Documents. This one item can become a whole list on some job descriptions if they get specific as to the particular documents you’ll manage. Scheduling and Setting Up Meetings. Also included here would be taking and transcribing meeting minutes. This can include anything from a last minute bank run to working on a company-wide committee to making sure everyone filled out an updated W-4.

2010 52

Let your fingers do the walking: Quick keyboard shortcut keys

Laughing all the Way to Work

I have gotten in the habit of doing this frequently during the day and hardly even think about it until the system shuts down for some reason and then I breathe a sigh of relief when I open the document (by pressing Ctrl + o by the way) and find that I have not lost any of my work. Ctrl + a - Selects the whole document. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ▼ August (3) Pass it on.

Pros and Cons of Going Paperless

Office Dynamics

For the purposes of this article we’re looking at going paperless from the perspective of paperless meetings. When you change to paperless meetings, you massively reduce the impact your business has on the environment. If you use board portals your meetings can take place in the cloud; this saves expenses costs on getting board members to one place – huge savings if you’re an international company with directors around the world.

2016 109

Word and Outlook 2007 tips

Laughing all the Way to Work

spacing To insert a document i.d. or a filename path to your document Insert Footer, Edit Footer On Insert Tab, click on drop down menu for Quick Parts. Then open a new document and paste (Ctrl v). To print the entire screen, press the PrintScreen key and then paste it into a blank document. To do this Open a New Meeting. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

2007 100

Frustration Busters!

Laughing all the Way to Work

Recently I was working with someone on an Excel document. They sent an e-mail wondering if any of the assistants could help them export a document from Excel to Word. Unlike Word you will only see the header repeated when you do a print preview or print the document. Arrow down and at the bottom there is View Gridlines, click on that and it will change the default to View Gridlines in your document. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.

2009 100

Happy New Year! Now don't forget to put the correct year on your.

Laughing all the Way to Work

Now dont forget to put the correct year on your documents. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier. Meetings Plus: Taking them offline On the job tips for new Admins.

2009 100

That is not in my job description.

Laughing all the Way to Work

At times I have been pushed to do something that I didn’t think I could do and found it was something I really enjoyed, such as minute taking. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier.

2009 100

We live in an Acronym Happy World.

Laughing all the Way to Work

Coming from a legal background, we were always taught if you are using an acronym or initialism in writing, on the first use you should spell it out and then put the acronym in brackets, which makes a lot of sense and saves a lot of head scratching and searching the document to figure out what the person is referring to. After the first use, then you can feel free to use the acronym throughout the document. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.

2009 100

On the job tips for new Admins.

Laughing all the Way to Work

I have daily meetings with my boss so sometimes I print the e-mails that I have questions on and put it in a folder and then we go through each item and he lets me know what, if anything, I need to do. If he is travelling, I send it by e-mail, but it has been my experience that I will get better results with a face-to-face meeting. Sometimes e-mail is not the best way to communicate and it needs to be followed up by a phone call or face-to-face short meeting.

2009 132

When you need it later: The Bring-Forward System

Laughing all the Way to Work

For paper things that I need to remember to follow up on, I put the letter or document in my Wait Bin (which is a tray for things I am waiting on). That wouldnt work for me because I dont have that many paper documents to bring forward, but I can see it being necessary if you have lots of items. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Minute taking made easier.

2009 100

10 Things = Frustration

Laughing all the Way to Work

Meeting documents: some people have it printed single sided and others double sided. It is very hard to follow along when not all members have the document printed the same way. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway?

2009 100

Managing your Boss's Inbox

Laughing all the Way to Work

Below are some things I try to do to carry out the management of my bosss e-mail account: Meet with your executive and get on the same page on what they are expecting you to accomplish when going through their e-mail account. It is worth every minute that you spend to read the e-mails quickly, but thoroughly. Of course my comments are limited because the subject matter is not my expertise, but he relies on my input and corrections to make the document look good.

2009 100

Monty Python Officeland

Laughing all the Way to Work

Proofing documents can also be funny. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier. Meetings Plus: Taking them offline On the job tips for new Admins.

2009 100

When working isn't fun: Ho hum, ho hum, it's off to work I go.

Laughing all the Way to Work

In this new age of not doing anything more than a quick spell check on documents, make sure you do not have any spelling mistakes in your resume. When you meet this potential employer, make eye contact and give a firm handshake. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Minute taking made easier. Meetings Plus: Taking them offline On the job tips for new Admins.

2009 100

Anyone can be an Administrative Assistant, right?

Laughing all the Way to Work

A good assistant knows just where to find the document or file needed, or they won’t stop looking till they do. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier.

2008 100

10 E-mail Etiquette Pet Peeves and How to Handle Them

Office Dynamics

Bonus fix: Use a SharePoint* meeting site or shared drive for attachments. Sometimes people feel that they need to send me every document at once. The “oops” factor: Also consider whether you really need to include meeting minutes or status reports with your email. All I did was ask the person when he thought we might be able to meet. It is a privilege to meet them first! From guest blogger, Pamela Baird, Intel.