Minutes: Make Meetings Matter!

Have you ever been in a meeting where you felt you were in over your head?

Well, you are not alone.

A lot of people have a fear of public speaking or simply do not like attending meetings.

This is where a virtual assistant comes in. Virtual Assistants can greatly assist you and your business by helping with all your meeting needs.

If you are looking for a way to make your meetings more efficient and productive, consider hiring a Virtual Assistant.

Virtual Assistants are highly skilled professionals who can provide a wide range of meeting support services.

They can help you with everything from scheduling and preparing for meetings, to taking minutes and providing follow-up support.

This blog post will detail the rewards and benefits you receive from having a Virtual Assistant, as well as how they can help you in meetings.

Calendar Management

Your Virtual Assistant can utilize a cloud-based calendar system to schedule and confirm your meetings.

Time is a valuable commodity. When it’s managed well, it can lead to a more productive and fulfilling life.

When your VA helps you with calendar management, it helps you use your time in the most effective way possible so you can achieve your goals and live a life you love.

Prepare, Organize your Meeting Presentation

Can execute an organized and visually appealing presentation for your meeting within a quick turnaround time or even on short notice.

A professional presentation will engage your audience and leave a lasting impression.

If you have an important meeting that you want to make sure goes well, consider hiring a Virtual Assistant to help you with the presentation.

They will make sure that your presentation is well-organised and visually appealing so that you can make a great impression on your audience.

Email Correspondence

Have you ever wished you could clone yourself?

Well, with a Virtual Assistant, you can!

A Virtual Assistant can help you with all your email needs. They can manage your inbox, send replies, and forward messages that require your urgent attention.

You can set up your email application so your VA can manage your incoming messages, send replies and forward to you messages that require your urgent attention.

Communicate with Attendees In charge of sending reminders, follow-ups, and updates regarding the meeting to all attendees, speakers, vendors, and others via phone, email, or text message.

This includes sending out the agenda, meeting location, and instructions on how to join the meeting if it’s virtual.

They can also help collect any pre-meeting documents or information needed from attendees.

Besides that, a VA can also help you in the following ways:

During the meeting

• The video VA was brought into the meeting to take notes and create a record

• Use screen sharing

• Takes notes

• Be your support to things that need to be addressed, so there is no overlooking anything

• Monitor and troubleshoot during the meeting

After the meeting

• Keep track of expenses and reimbursements by filling out reports

• Follow up with correspondence

• Manage tasks assigned

• Communication

Because of the importance of the points being made, it is vital that there is an accurate record of the meeting. The best way to do this is to take meeting minutes and distribute them to all attendees and key stakeholders.

Here are the reasons why meeting minutes are important:

It becomes your guide

Every time you take note of the meeting, you create a guide. This guide can be used to jog your memory or review the meeting with those who were not able to attend. It can also be used to follow up with attendees to ensure that tasks that were assigned during the meeting are completed. Finally, it can be used to measure the success of the meeting and identify areas that need improvement.

It serves as a reminder

The meeting minutes can be used as a reminder of what needs to be done. This is especially useful for team members who were not able to attend the meeting. The minutes can also be used to check on the team's progress. If the team is not meeting its goals, the minutes can be used to identify areas that need improvement.

It is time-saving

With every teammate knowing their own responsibilities, the whole team can fully focus on their designated duties. Having a VA minute-taker ensures that no detail is missed and everyone is on the same page. This way, you can avoid having to spend valuable time going over what was discussed in the meeting.

Let’s Wrap It Up

Time is another significant element to think about when arranging a meeting. If you are in charge of organizing a meeting, being confined to one space is not an option. Additionally, if a meeting is needed urgently, you may not have the time to plan and schedule it.

If you hire a virtual assistant, they can provide quick-fix solutions by utilizing their channels and sources. Virtual Assistants are not a burden to your organization, but instead a valuable resource that can improve your organization's efficiency and productivity in multiple ways.

Handling corporate meetings is just one of them. When your business hits a new level of success, you will realize that having VAs is a fundamental requirement for keeping things running smoothly.

Want to learn more?

Contact us now to see just how easy our virtual assistants will make your life:

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