Instructor’s Guide to accompany The Administrative Professional, 3Ce

Administrative Professional Procedures and

Skills Canadian 3rd Edition

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Chapter 13
Planning and Organizing Meetings and Other Events

LEARNING OUTCOMES
1. Describe types of business meetings and appropriate formats for various situations.
2. Describe the roles and responsibilities of the meeting leader, the administrative
professional, and participants for meetings and conferences.
3. Identify types of virtual meetings—teleconferences, video conferences, and web
conferences.
4. Plan meetings and prepare related materials.
5. Prepare agendas and minutes.

CHAPTER OVERVIEW
Productive meetings do not just happen—they require careful planning and an effort on
the part of all participants to be prepared and focused on accomplishing a particular goal.
This chapter discusses types of meetings, meeting formats (face-to-face and virtual), what

Copyright © 2016 Nelson Education Ltd. 1

 Instructor’s Guide to accompany The Administrative Professional, 3Ce

constitutes a necessary or unnecessary meeting, and international meetings and

conferences.

The content of this chapter is organized to present the roles and responsibilities of the
executive/meeting leader, the participants, and the administrative professional before,
during, and after the meeting. While the administrative professional can also be a meeting
leader or a meeting participant, emphasis is on the duties of the administrative assistant
when assisting the meeting leader—selecting, reserving, and preparing the meeting room;
preparing and distributing notices, agendas, and other materials; and following up with
minutes and action items after the meeting.

CHAPTER OUTLINE
Learning Outcomes........................................................................................................233
Meetings in the Workplace ..............................................................................................233
Types of Meetings............................................................................................................234
A. Informal Meetings .......................................................................................234
B. Formal Meetings .........................................................................................234
Face-to-Face Meetings .....................................................................................................234
Virtual Meetings ..............................................................................................................234
A. Teleconferences ..........................................................................................234
B. Video Conferences ......................................................................................236
C. Web Conferences ........................................................................................236
Before the Meeting—Roles and Responsibilities ............................................................237
A. The Meeting Leader’s Responsibility .........................................................237
B. The Administrative Professional’s Responsibilities ...................................239
C. The Participants’ Responsibilities...............................................................244
During the Meeting—Roles and Responsibilities............................................................244
A. The Meeting Leader’s Responsibilities ......................................................244
B. The Administrative Professional’s Responsibilities ...................................246
C. The Participants’ Responsibilities..............................................................247
After the Meeting—Roles and Responsibilities ..............................................................247
A. The Meeting Leader’s Responsibilities ......................................................247
B. The Administrative Professional’s Responsibilities ...................................248
C. The Participants’ Responsibilities...............................................................248
International Meetings .....................................................................................................249
Conferences and Other Events .........................................................................................250
A. Before the Event .........................................................................................250
B. During the Event .........................................................................................251
C. After the Event ............................................................................................251
Chapter Summary ............................................................................................................252
Key Terms ........................................................................................................................252
Responses to Self-Check..................................................................................................252
Discussion Items ..............................................................................................................253
Critical-Thinking Activity ...............................................................................................253
Building Workplace Skills ...............................................................................................253

WHAT CAN I DO IN CLASS?

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 Instructor’s Guide to accompany The Administrative Professional, 3Ce

1. Invite a representative from a hotel or convention centre to discuss planning large

meetings. If you choose to assign Project 13-3 (or Optional Project 13-1) and plan to
have students base the project in or around your locale, you could provide these
details to this representative to use as background for his or her presentation.

2. Invite an officer from a local chapter of International Association of Administrative

Professionals (IAAP) to discuss planning professional meetings.

3. If possible, demonstrate workplace collaboration tools, such as a shared calendar or a

shared drop box, that the administrative professional could use when planning the
meeting, and when preparing and distributing materials to meeting participants.

4. Survey students to learn how much experience they have had with planning and/or
attending meetings. Ask them if they have observed the characteristics of a good
leader—one who made a meeting productive.

5. Plan a mock meeting. Divide the class into small but similar-size groups. Each group
should choose a leader, an administrative professional (who will take minutes), and
several participants. You could assign a topic for the meeting or leave students to
determine an appropriate topic. Allow approximately 20 minutes for the small group
“meeting” to take place and then have the students critique their group meetings and
share their critique with the rest of the class.

KEY TO DISCUSSION ITEMS

1. When is a meeting unnecessary?

Meetings are unnecessary in the following situations:

▪ Confidential or sensitive personnel matters must be addressed.
▪ There is inadequate data for the meeting.
▪ There is insufficient time to prepare for the meeting.
▪ When one-way information needs to be shared.
▪ Group members feel considerable anger or hostility toward others, with
individuals needing time to calm down before coming together.

2. Identify and describe three types of virtual meetings.

A teleconference or conference call is a meeting in which more than two individuals

at different locations attend and communicate with each other via a
telecommunications network.

A web conference consists of three types of communication. A web meeting is a

meeting where groups of people anywhere in the world connect to exchange ideas
and information via computers and an Internet or a local area network connection. In
a webinar, a presenter is able to share information and conduct question-and-answer
sessions with participants. A webcast is primarily a presentation tool; it is broadcast
simultaneously to hundreds of recipients, and can be compared to a television
broadcast, except it takes place over the Internet.

Copyright © 2016 Nelson Education Ltd. 3

 Instructor’s Guide to accompany The Administrative Professional, 3Ce

A video conference is a meeting in which two or more people at different locations

use telecommunications technology—computers, video/web cameras, and
microphones—to participate in a virtual “face-to-face” meeting where they can see
and hear each other in real time.

3. What are the responsibilities of an administrative professional when preparing

for meetings?

The responsibilities may include the following:

▪ Selecting, reserving, and preparing the room
▪ Determining the seating arrangement
▪ Preparing and distributing meeting notices
▪ Preparing and distributing the agenda
▪ Preparing and distributing meeting materials
▪ Ordering equipment
▪ Ordering food and beverages

4. What is considered good etiquette when participating in an international

meeting?

Students may list any of the following:

▪ Greet each person properly.
▪ Do not use first names of participants.
▪ Acknowledge the leader of the groups.
▪ Remember the hierarchical nature of the international participants.
▪ Show respect for all participants—especially those in positions of authority.
▪ Disagree agreeably.
▪ Avoid gesturing with your hands.
▪ Watch your body language.
▪ Do not mistake a courteous answer for the truth.
▪ Understand the concept of time and how it differs in other cultures.

5. From the board of directors to the office staff, meetings are commonplace in
companies and other organizations. For each of the following situations, discuss
the type of meeting described and the format(s) that could be used for the
meeting.

a. The persons responsible for the overall direction of a company are meeting to
discuss long-range plans and policies.
b. A group of employees from one location are meeting to discuss the ongoing issue
of office safety.
c. A group of employees from locations around the country are meeting to write a
recommendation for a new flextime work policy for the company.
d. The manager of the human resources department is meeting with people who
work in that department to discuss the progress of work assignments.
e. Company representatives and customers from the United States, Germany, and
India are meeting to learn about new products the company will introduce next
quarter.

Copyright © 2016 Nelson Education Ltd. 4

 Instructor’s Guide to accompany The Administrative Professional, 3Ce

f. A new flextime work policy has been approved by the Board. Employees need to
be informed.

Answers: The meeting formats may vary. Students may suggest the following for
these different types of meetings:

a. Board of Directors Meeting—face-to-face or video conference. This type of

meeting generally has bylaws and formal policies about how the meeting is to be
conducted. An agenda is usually distributed before the meeting, and Robert’s
Rules of Order are followed.
b. Committee Meeting—face-to-face. This type of meeting is a work group formed
to discuss a specific issue, such as office safety. Once the problem is solved, the
committee is disbanded.
c. Task Force Meeting—conference call, video conference, or Web conference.
d. Staff Meeting—face-to-face. This type of meeting occurs when a manager or
other executive meets with the staff to review directions, plans, or assignments, or
to handle routine issues.
e. International Customer/Client Meeting—virtual meeting such as a video
conference or Web conference.
f. A meeting is not necessary in this situation. This information is best distributed in
an email or memo or by posting on the company intranet.

ADDITIONAL DISCUSSION QUESTIONS

1. When is a meeting necessary?

A meeting is necessary when:

▪ Advice is needed from a group of people.
▪ A group needs to be involved in solving a problem or making a decision.
▪ An issue needs clarification.
▪ A group needs to receive information that may require discussion or may be
difficult or confusing.
▪ A problem exists but it is not clear exactly what the problem is or who is
responsible for dealing with it.
▪ Quick communication is necessary with a large number of people.

2. What are some disadvantages of face-to-face meetings?

▪ Travel to and from another city, province, or country can be costly, particularly if
those costs include transportation and accommodation.
▪ Productive work time is lost when travelling.
▪ A rental cost may be incurred if an appropriate meeting space is not available in-
house, or conflicts may occur when booking an in-house meeting room that is also
used for other purposes. A cost may be incurred for refreshments if the meeting is
a fairly long. Since people are freer to interact with each other, socializing can
consume a major part of the meeting time unless controlled by the chairperson.
▪ Creativity could suffer if individuals (particularly those who work together daily)
rely on their colleagues’ suggestions or solutions.

Copyright © 2016 Nelson Education Ltd. 5

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—— & Guion, owners, 304
Willis, Capt., Cal. clippers, 351, 361
Wilson, W., & Sons, owners, Baltimore, 356, 357
Windhover, Brit. clipper ship, tea trade, 332, 336, 346, 372
Windsor, Brit. E. Indiaman, 32
Windsor Castle, Brit. ship, 36
Winged Arrow, clipper ship, 299, 300
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Winsor, Capt. C. F., 344, 351, 354, 356
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Wizard, Cal. clipper ship, 216, 355
Wolfe, W. A. & A. Foster, Jr., N. Y., owners of Courier, 54
Woodhouse, Capt. Philip, packet ships, 43
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Wooton, Jas. A., packet ship captain, 44
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 FOOTNOTES:
[1] A frigate was a ship designed to be a fast, armed cruiser and mounted from twenty
to fifty guns; when a naval vessel mounted less than twenty guns she became a sloop of
war, and when she mounted more than fifty guns she became a line-of-battle ship. The
frigate was always a favorite type of vessel with the officers and men of the navy, as she
was faster and more easily handled than a line-of-battle ship, and was at the same time a
more powerful fighting and cruising vessel than a sloop of war. Frigate-built means having
the substantial construction, arrangement of the decks, masts, spars, rigging, and guns of a
frigate.
[2] When peace was declared in 1783, the Government of the United States sold or
otherwise disposed of all its vessels, a fact that was quickly taken advantage of by the
Barbary corsairs. They at once began to prey upon American merchant shipping in the
Mediterranean and even in the Atlantic, and made slaves of the captured crews. The French
and English, too, in their wars with each other, by no means respected the neutrality of
American commerce, the former being the worse offenders. It was not, however, until 1794
that Congress again authorized the formation of a navy, under the Secretary of War, and in
1798 the office of Secretary of the Navy was created. Among the vessels built in 1794-98
was the frigate Constitution, the famous “Old Ironsides” which still survives. The separate
States had meanwhile maintained vessels for the protection of their own coasts, and, of
course, there had been no cessation in the building of merchant ships during the period
preceding the War of 1812.
[3] A typean was the head merchant of one of the Company’s “factories” or mercantile
houses, such as were later known in China as “hongs.”
[4] Annus Mirabilis, stanza 89 (1667).
[5] Second American edition, translated by H. Reeve, pp. 403-4.
[6] New York Commercial, October 8, 1851.
[7] William John, in an article on clipper ships in Naval Science, vol. ii. (1873), p. 265.
[8] The various systems of calculating the tonnage of vessels which were in force in
Great Britain prior to 1854, (see Appendix iv.,) gave the breadth measurement a
preponderating influence upon the result, and as taxation, port, and light dues, etc., were
based upon the registered tonnage of a vessel, there was economy in decreasing the breadth
of a vessel at the expense of the other dimensions. Ship-builders and owners in England
showed a much greater tendency to profit by this feature of the law than did those in the
United States, where substantially the same system was in force. In this country some very
narrow vessels were built for the New Orleans and West India trade, in the period 1820-
1845, but it was found that the saving in taxation did not pay for using such an undesirable
type of vessels, so they were given up. As a rule, American owners and builders preferred
to build vessels of a type which they regarded as the best for speed and for the trade in
which they were engaged, without regard for the tonnage laws.
[9] The Challenge.
[10] Forbes’s rig was invented by Captain R. B. Forbes, and was first put on the topsail
schooner Midas in 1841, afterwards on the auxiliaries Edith, Massachusetts, and Meteor;
ships, R. B. Forbes, Lintin, Flying Childers, Aurora, Cornelius Grinnell, and probably
others. In this rig the topmast was fidded abaft the lowermast head, and the lower topsail
yard hoisted on the lowermast head from the eyes of the lower rigging to the cap. The lower
topsail had two reefs with reef-tackles, buntlines, and clew-lines, as in the single topsail rig.
The upper topsail hoisted on the topmast and had the same gear as the lower topsail.
Sometimes the topmast was fidded before the lower masthead, and then the lower topsail
yard hoisted on the doubling of the topmast. This rig was an improvement upon the single
topsail rig, but was eventually superseded by Howes’s rig, which was invented by Captain
Frederic Howes, of Brewster, Massachusetts, who in 1853 first put it on the ship Climax, of
Boston, which he commanded. Captain Howes took out a United States patent for his rig in
1854. In this rig, the lower topsail yard is slung by a truss at the lower mast cap; indeed,
Howes’s rig is the double topsail rig of the present day, though one does not often hear the
name of Captain Howes in connection with it.
[11] Mr. Everett is reported to have said “eighty-two,” but if he did so, it was a mistake,
for forty-two is the true number.
[12] These slabs were subsequently removed, one side being washed away.
[13] The following are some of these house flags: The crimson field and black ball, of
Charles H. Marshall; the red, white, and blue swallowtail, of Grinnell, Minturn & Co.; the
yellow, red, and yellow horizontal bars with white “L” in centre, of A. A. Low & Brother;
the thirteen blue and twelve white squares, of N. L. & G. Griswold; the crimson field and
yellow beehive, of Sutton & Co.; the crimson field, white border, and white “D” in centre,
of George Daniels; the red, white, and red vertical stripes with red “B” in centre, of Vernon
H. Brown; the blue and white half-diamonds, of Russell & Co.; the crimson field and white
diamond, of Augustine Heard & Co.; the white above blue and red ball in the centre, of
Sampson & Tappan; the white above yellow and red star in centre, of Glidden & Williams;
the narrow blue and white horizontal stripes with red ball in the centre, of Napier, Johnson
& Co.; the white field and blue cross, of George B. Upton; the crimson swallowtail and
blue cross, of Charles R. Green; the white swallowtail, red cross with white diamond in the
centre, of R. W. Cameron; the crimson swallowtail, blue cross, and white ball in the centre,
of Wells & Emanuel; the blue above white, white ball in blue and red ball in white, of D. &
A. Kingsland; the white field and red cross in the centre of D. G. & W. B. Bacon; the white
swallowtail and black S. & B., of Snow & Burgess; the white field and black horse, of
William F. Weld & Co. The flag of Howland & Aspinwall had a blue square in the upper
corner of the luff and lower corner of the fly; the rest of the flag was white with narrow
blue lines in the lower corner of the luff and upper corner of the fly, which formed squares,
and also formed a white cross extending the full hoist and length of the flag. David Ogden’s
flag was a white field and red cross; Crocker & Warren’s, blue above yellow with a yellow
“C” in the blue and blue “W” in the yellow. Then there was the red swallowtail with white
cross and black star in the centre, of Samuel Thompson & Nephew; the blue field, white
diamond, and black star, of Williams & Guion; the crimson field and black “X” of John
Griswold. These were the private signals of most of the leading New York and Boston ship-
owners, which, half a century ago, enlivened the water front of New York, though there
were some others which have now faded from memory.
[14] Walter Savage Landor.
[15] Democracy in America (1835); Second American edition, p. 408.
[16] See Appendix IV.
[17] A lorcher is a fast Chinese vessel, used a good deal by fishermen, and in former
times by the Chinese pirates and smugglers.
[18] The Thermopylæ repeated this remarkable passage of sixty-three days from
London to Melbourne during the following year.

Typographical errors corrected by the etext transcriber:

their chests, mess-kids=>

their chests, mess-kits
{pg 28}

A seires of voyages=>
A series of voyages
{pg 75}

upon the the transom=>

upon the transom
{pg 188}

a ship-bulding yard=>
a ship-building yard
{pg 271}

receiving letters and newspapars=>

receiving letters and newspapers
{pg 319}

David Crocket=>
David Crockett
{pg 369}

McKensie, Capt., Houqua, 63, 145, 341=>

McKenzie, Capt., Houqua, 63, 145, 341
{pg 391 index}
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