Conduct Meetings Guide
Incoming Telephone Calls Guide
Conduct Meetings Guide
Objectives
Meetings should be conducted in a manner which maximises meeting outcomes and does not waste employee time.
The meeting chairperson is the person who chairs the meeting.
A quorum is the minimum number of participants required to make decisions at a meeting.
The minute taker is the person responsible for recording meeting actions and preparing the Minutes of Meeting.
Procedure
Responsibilities of meeting chairperson
- Ensure there are enough people at the meeting to make a quorum.
- Run the meeting according to the order of items on the Agenda.
- Ensure all participants are given an opportunity to contribute.
- Encourage open and constructive discussion.
- Discourage destructive discussion.
- Ensure all or most Agenda items are covered.
- Close the meeting.
- Check and sign the Minutes of Meeting.
Minutes of Meeting
- The minute taker must provide an accurate record of the participants, apologies, motions, actions, and important points raised at the meeting in the Minutes of Meeting.
- The template for the Minutes of Meeting should be used.
- The Chairperson must approve the Minutes of Meeting before they are distributed.
Conducting Meetings Guide V1.2 18/02/2022
TrueBlue HQ 1 of 1
Incoming Telephone Calls Guide
Objectives The procedures in this policy set out the process to ensure incoming telephone calls are handled in a professional, courteous, and prompt manner. TrueBlue HQ standard telephone phrases are the responses which should be used by employees of the organisation to deal with specific telephone situations. Procedure Answering the call- Answer all incoming telephone calls by the third ring.
- Calls to the general telephone number will be answered by the Administration Officer and transferred to the relevant extension as necessary.
- Record the message on a Telephone Message Slip
- Include:
- name
- organisation
- phone number
- message
- date
- time
- Repeat the message back to the caller to ensure the details you have recorded are correct
- After the call, place the Telephone Message Slip in the employee’s in-tray as soon as possible or email the message.
- Follow the manufacturer’s or telephone company’s instructions when creating a message
- The message should be: (Name) is not available at the moment. If you leave your name and number, (name) will get back to you as soon as possible
- For organisations that are only open on certain days or for limited periods of time, the message could be: Hello, you’ve reached (organisation’s name) our office hours are between (e.g., 8.30 am to 2.30 pm, Monday, Wednesday, and Thursday). If you leave your name, a contact number and a brief message, someone will call you back as soon as possible
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