ETIQUITTE/ROLES OF SECRETARY

The Secretary is crucial to the smooth running of a Management Committee meeting. This involves activities before, during and after Committee meetings.

In order to be effective, the Secretary of the Management Committee should ensure that they carry out the following activities:

Before the Meeting

Consult with 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;

Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared;

Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda, minutes of the previous meeting; and

Make sure that any reports or information requested at the last meeting is available or that there is a good reason why not.

At the Meeting

Arrive in good time before the meeting with the minutes and with all the relevant correspondence and business matters for that meeting, in good order.Record the names of those who are present, and convey and record apologies received from those who are absent;

Read the minutes of the previous meeting, and if they are approved, obtain the Chairperson's signature on them;

Report on action or matters arising from the previous minutes. Read any important correspondence that has been received;

Unless there is a Minutes Secretary, take notes of the meeting, recording 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 action points are clear; and

Make sure that the Chairperson is supplied with all the necessary information for items on the agenda, and remind the Chairperson if an item has been overlooked.

After the Meeting

Prepare a draft of the minutes (unless there is a minutes secretary) and consult the Chairperson and most senior staff member (where relevant) for approval;

Send a reminder notice of each decision requiring action to the relevant person; this can be done by telephone, or by an ‘action list' with the relevant action for each person duly marked; and

Promptly send all correspondence as decided by the Management Committee.

Related principles

What is Etiquette ?

Etiquette in simpler words is defined as good behaviour which distinguishes human beings from animals.

Human Being is a social animal and it is really important for him to behave in an appropriate way. Etiquette refers to behaving in a socially responsible way.

Etiquette refers to guidelines which control the way a responsible individual should behave in the society.

Need for Etiquette

Etiquette makes you a cultured individual who leaves his mark wherever he goes.

Etiquette teaches you the way to talk, walk and most importantly behave in the society.

Etiquette is essential for an everlasting first impression. The way you interact with your superiors, parents, fellow workers, friends speak a lot about your personality and up- bringing.

Etiquette enables the individuals to earn respect and appreciation in the society. No one would feel like talking to a person who does not know how to speak or behave in the society. Etiquette inculcates a feeling of trust and loyalty in the individuals. One becomes more responsible and mature. Etiquette helps individuals to value relationships.

Types of Etiquette

Social Etiquette- Social etiquette is important for an individual as it teaches him how to behave in the society.

Bathroom Etiquette- Bathroom etiquette refers to the set of rules which an individual needs to follow while using public restrooms or office toilets. Make sure you leave the restroom clean and tidy for the other person.

Corporate Etiquette- Corporate Etiquette refers to how an individual should behave while he is at work. Each one needs to maintain the decorum of the organization. Don’t loiter around unnecessary or peep into other’s cubicles.

Wedding Etiquette- Wedding is a special event in every one’s life. Individuals should ensure they behave sensibly at weddings. Never be late to weddings or drink uncontrollably.

Meeting Etiquette- Meeting Etiquette refers to styles one need to adopt when he is attending any meeting, seminar, presentation and so on. Listen to what the other person has to say. Never enter meeting room without a notepad and pen. It is important to jot down important points for future reference.

Telephone Etiquette- It is essential to learn how one should interact with the other person over the phone. Telephone etiquette refers to the way an individual should speak on the phone. Never put the other person on long holds. Make sure you greet the other person. Take care of your pitch and tone.

Eating Etiquette- Individuals must follow certain decorum while eating in public. Don’t make noise while eating. One should not leave the table unless and until everyone has finished eating.

Business Etiquette- Business Etiquette includes ways to conduct a certain business. Don’t ever cheat customers. It is simply unethical.

To conclude, etiquette transforms a man into a gentleman.