It is the job of the chair to manage the process of the meeting, but there are several things that the administrative professional can do to help.

• Quietly pass a note to the chair highlighting any issues with the timing of the agenda, or slippage, or when coffee is due to arrive.
• Recap and summarise the discussion. This is particularly helpful when people are starting to make the same points again.
• Ask for clarification of a point if you don’t understand it. The chances are that if you don’t, others won’t either and, anyway, you need to understand it to minute it correctly.
• Once an action has been agreed, check who is going to undertake it. It is not uncommon for a meeting to agree that action is necessary, and what that action is, without assigning who is responsible for it. You, as administrative professional, can ensure that this does not happen.
• Depending on the type of organisation, whether you are at a fairly junior level, or the role is voluntary and you’re an elected member of a committee, it’s probably best to discuss these responsibilities with the chair in advance to make sure that your intervention will be welcomed.

WARNING!

It’s easy to get distracted by an interesting discussion and forget to write anything down. Try to remain focused on your task at all times, even when the discussion is going around in circles. The chair may call on you to recap at any moment.