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. Similar Posts: Ask the Admin: Meeting Minutes Retention.

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.

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Mentoring a Young Executive - Jodith Allen

Office Dynamics

Many new executives who have never had an assistant before have a picture in their mind of someone who answers the phone, types, and files. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. The days when Administrative and Executive Assistants just handle phones and filing are long gone. Copyright Administrative Arts 2010.

Mentoring a Young Executive - Jodith Allen

Office Dynamics

Many new executives who have never had an assistant before have a picture in their mind of someone who answers the phone, types, and files. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. The days when Administrative and Executive Assistants just handle phones and filing are long gone. Copyright Administrative Arts 2010.

Administrative Assistant Job Descriptions

Administrative Arts

Filing. This includes setting up and managing electronic and physical files. 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. If that includes getting him a cup of coffee so he can continue working or make it to a meeting on time, then so be it.

2010 52

Oh where or where is my password?

Laughing all the Way to Work

© Copyright Patricia Robb 2010 1 August, 2010 Oh where or where is my password? I mean if it was really me I should know what my password is, but wait a minute, I am me and I still dont know. I keep mine in an encrypted Word file on my computer. I also have an encrypted file with various other important numbers like my and my husbands social security numbers and the like. Servers are usually backed up daily, so your file will likely be restored.

2010 100

Colour Coding Works.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 23 June, 2009 Colour Coding Works. I was in back-to-back Committee meetings and I decided to use two different colours of folders, a blue one for the Committee members, with an attendance sheet stapled to the inside cover for my purposes, along with their meeting packages, and a red one for the Chair with everything the Chair was going to need. I also put them in order of the meetings so it made it even easier. Meeting preparation.

2009 100

Do you like what you do?

Laughing all the Way to Work

© Copyright Patricia Robb 2010 5 December, 2009 Do you like what you do? If you know what works best for you and if your job is 80/20 on what you like then you can put up with the small stuff like filing and filling out expense forms. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Minute taking made easier. Preparing your boss for meetings away from the off.

2009 132

Let your fingers do the walking: Quick keyboard shortcut keys

Laughing all the Way to Work

© Copyright Patricia Robb 2010 10 August, 2010 Let your fingers do the walking: Quick keyboard shortcut keys I am on vacation and on my home computer I do not have a mouse so rely on keyboard shortcut keys, which reminded me again how helpful they are and how they are a big timesaver rather than reaching for the mouse all the time. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ▼ August (3) Pass it on.

Laughing All the Way to Work: A Survival Blog for Today's.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 19 September, 2008 Using a Bring-Forward System to Help Organize Your Boss Of all the articles I have written, the one I wrote on the bring-forward system by far gets the most views. As an Executive Assistant to a busy CEO, I have to organize my boss and I needed a bring-forward system to meet his needs. I use hanging file folders labelled from January through to December. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.

2008 125

Grrr! moments

Laughing all the Way to Work

© Copyright Patricia Robb 2010 23 May, 2009 Grrr! At one office I worked in we had a mail cart with slots for everyones mail, but it was filed First name, Last name. the phone book, standard filing practices etc.) This goes for filing and also how your contacts are ordered in Outlook. If you open the contact card you will see in the first section File As. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.

2009 100

Meetings Plus: Taking them offline

Laughing all the Way to Work

© Copyright Patricia Robb 2010 19 December, 2009 Meetings Plus: Taking them offline I organize a lot of meetings in a day, week, month; heck, even into next year. When I receive an initial request for a meeting, I use a meeting form and write down the information I need: who is requesting the meeting, what is the purpose of the meeting, where it will be held and a phone number or an e-mail address and dates that are available.

2009 109

Pass it on.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 13 August, 2010 Pass it on. I mentioned this to our team of admins at one of our meetings so when one of my co-workers found out how to do something they thought to share it with the team. This is useful if you want to file the email and change the Subject line to something that better describes what the email is about or to put notes in the email. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.

2010 100

When you need it later: The Bring-Forward System

Laughing all the Way to Work

© Copyright Patricia Robb 2010 15 March, 2009 When you need it later: The Bring-Forward System My boss likes me to keep him organized and the way I do that is to have a system to bring forward items, which I then bring to his attention when he needs to see it. Tried and True Method: I set up 12 hanging file folders labelled January through to December. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Minute taking made easier.

2009 100

On the job tips for new Admins.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 12 December, 2009 On the job tips for new Admins. This can be as simple as having hanging file folders marked from January to December and then you just put items in the appropriate month that you need to bring forward for your boss. 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.

2009 132

Managing your Boss's Inbox

Laughing all the Way to Work

© Copyright Patricia Robb 2010 29 August, 2009 Managing your Bosss Inbox Nowadays our bosses are busy almost 24/7 and in order to cope they need our help managing their e-mail account. 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. Get any files they may need as a result of the e-mail correspondence.

2009 100

Frustration Busters!

Laughing all the Way to Work

© Copyright Patricia Robb 2010 26 July, 2009 Frustration Busters! Or if you want to attach a file, choose Attach File. 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

Working for the Disorganized.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 10 October, 2008 Working for the Disorganized. A wonderful person, but totally disorganized and always waiting for the last minute for everything. Here are some things I would suggest to help: Have regular meetings with your boss. If you do arrange to meet with them, be prepared with questions and information so they will see the benefit. Remind them verbally as well when you meet with them. Minute taking made easier.

2008 100

That is not in my job description.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 11 October, 2009 That is not in my job description. 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. Minute taking made easier. Preparing your boss for meetings away from the off.

2009 100

Is it that time of the year already?

Laughing all the Way to Work

© Copyright Patricia Robb 2010 13 January, 2009 Is it that time of the year already? In some organizations raises are tied to how well you do and it is also a record that is kept on your personnel file. Normally, I put something about needing to get my filing system up to date, but I think I may have missed the point when I have done that. I use a place based in Toronto called Last Minute Training. It works in the same way as last minute flights do.

2009 100

Some People see Roadblocks -- Others see Hurdles.

Laughing all the Way to Work

© Copyright Patricia Robb 2010 24 January, 2009 Some People see Roadblocks -- Others see Hurdles. The Speed Trap: Are you struggling to meet a deadline? Construction Ahead: Planning ahead helps you anticipate last minute things that might come up. Cant wait till the next meeting (this afternoon actually) when I can ask them if they really see the problem as a roadblock, or is it just a hurdle? EST Taking Effective Meeting Minutes Join me for a Webinar Oct.

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