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Direct Virtual Secretary

Virtual Secretary is a first-to-market turnkey meeting management solution. Through its hi-tech delivery platform, the system overcomes logistical difficulties and obviates the need for in-company capacity to undertake what is essentially a non-core function.

Meticulous planning and preparation is the backbone of the system: Virtual Secretary deals with important decisions like who should attend the meeting, how it should be conducted and the project management of specified outcomes, as well as the more mundane detail such as parking, security, and the provision of refreshments.

The service is industry-independent, although meeting management is tailored to satisfy the requirements of specific sectors/professions.

The product is designed to improve the efficiency of any business while simultaneously reducing costs.

All information is confidential, and privacy is guaranteed. Information will be secure at all times.

Virtual secretary provides the following services:

  1. Face to face meetings
  2. Audio conferencing
  3. Full video conferencing
  4. Skype conferencing; or
  5. A combination of these formats

MEETING PREPARATION

We believe preparation for the meeting is vital to ensure a successful and productive outcome.  This will require participants agreeing to a disciplined process prior to the meeting actually being convened.

Our service would therefore determine the list of attendees, and souce details such as their name, title, the company they are representing, their curriculum vitae, a brief company profile and the level of authorisation tthey have for the meeting.

Voice recognition samples and a photograph will also be required for audio and visual identification by our technology.

Other details gathered will include driver's licence, their contact details, including cellular telephone number, their email address, website address and Skype address.

Confidentiality and non-disclosure agreements will be signed prior to meetings and full disclosure will be required.

Virtual Secretary requires that each party to a meeting articulate their desired outcomes.

From this will flow the rules of the meeting including, for example, a ban on the use of cellular telephones.

A Chairman will be agreed upon prior to the actual meeting.

This person will be briefed in full on how to conduct the meeting, depending on the context (on compliance with the King Report, for instance, voting procedures, protocol should it be a government or diplomatic meeting and on what constitutes a quorum etc).

An agenda focussed on a common objective for the meeting, its outcomes and timeframes will then be prepared and circulated beforehand.

Our service will then establish a date for the meeting and communicate this to all parties involved.

It will arrange food and beverage requirements, following prior arrangements on special needs; prepare the venue and seating arrangements and arrange parking.

 

THE MEETING

While meetings are conducted on and off-site, the venue will be determined by a number of factors, including the wishes of the client, the number of participants and the technical needs of the event.

Typically, participants would sit around a boardroom table 2 metres wide by 4 metres long, which will accommodate between 2 and 12 people.

Everything said in the meeting is noted by a secretary specific to the relevant industry/sector/profession. (Legal, architectural etc)

There will be video and audio recording.  These recordings will be stored for 6, 12, 48 or 60 months depending on the prior agreement with the client.

This will be a permanent record that is legally binding and requires no typing out.  In the event of any dispute, this record will be available for verification of what was acutally said.

Minutes will be available in real time, and will include salient points, resolutions, action items and due dates.

This allows for minutes to be confirmed instantaneously.

 

POST MEETING

The project management of the meeting outcomes now takes place.

A full written transcript of the minutes will be circulated within 24 or 48 hours, as per agreement.

These will include all resolutions and a record of action items, a defnintion of the action item, the name of the responsible person, how it should be presented, to whom it should be presented and its due date.

Minutes will be provided in a language chosen by the client.

They will also note the date of the next meeting.

Virtual Secretary has developed a system to remind attendees telephonically of their obligations in terms of the meeting.

This will include phone calls and SMSes, which will be recorded for the purposes of verification.

 

TECHNOLOGY

Our streaming device is used by the US Armed Forces as well as intelligence agencies.

It compresses and scrambles data to allow us to overcome bandwidth restrictions and ensure confidentiality through the encryption.

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