How can an administrative structure support effective corporate governance? Office Gems supports how companies make decisions by ensuring that the necessary documentation is in place to meet legal and other requirements.
The Office Gems' team can manage your meetings and record the minutes, documenting and communicating decisions taken at meetings to increase the likelihood of their implementation.
An efficient and effective administrative system will allow for:
timely, accurate and adequate transmission of information between the Board and Management, in keeping with recognised standards
professional and confidential recording of the pertinent issues discussed at Board meetings, for future reference and as a follow-up of action to be taken and
proper storage and retrieval of Board-related documents, ensuring their integrity in order to meet statutory and other regulations.  

The Office Gems team can:

1. Plan and coordinate your Meetings

• Liaise with meeting participants to schedule the meeting
• Reserve the venue and arrange room layout, equipment and refreshments
• Collaborate with the Chairman to prepare the meeting agenda and meeting package (including Board Papers) and
• Issue the agenda and meeting notice as approved by the Chairman

2. Attend the Meetings, take and transcribe Minutes

• Take notes at the meeting and submit to you complete minutes, typed and professionally formatted.

3. Note and Track Action Items for Implementation

• Extract action items arising out of the meeting and, based on the approval of the Chairman, issue reminders to relevant persons
• Compile all action items into a matrix for easy review by the Chairman and meeting members and Issue reminders (at intervals to be advised by the Chairman) and submit updates.

4. Records Management

• Establish and/or manage a records management system for the confirmed Minutes and other approved Board documents in keeping with recognised standards, for easy retrieval when needed.