Secretariat Services
Practical board and committee support before, during and after your meetings.
Support for the whole meeting cycle
Inkserv is a board and committee support services company specialising in secretariat, minute taking, transcription and rapporteuring. Our secretariat service helps organisations coordinate formal meetings and maintain clear records, working with your chairperson, designated contact and report owners.
Our support can complement your internal team or provide an outsourced service for regular board and committee cycles. We use your established templates and agree responsibilities and approval points before work begins.
Before the meeting
- Meeting calendars and coordination of dates
- Draft agendas prepared for approval
- Coordination of report submission deadlines
- Collation of reports and compilation of meeting packs
- Agreed circulation of meeting documents
During and after the meeting
- Attendance and recording support as agreed
- Preparation of board and committee minutes
- Matters arising and action schedules
- Updates to existing resolutions registers
- Organisation and filing of meeting records
How we work
- Understand your requirements. We review your meeting structures, frequency, existing processes and the support required.
- Agree the scope. We confirm deliverables, deadlines, report owners, circulation lists and authorised access.
- Coordinate and prepare. We carry out the agreed meeting preparation and provide attendance or recording-based support.
- Complete the records. We prepare the agreed documents for review and update the registers included in your scope.
Confidentiality and flexible support
We use confidentiality agreements, authorised access and agreed secure sharing arrangements when working with client information. Remote support is available across South Africa. Any in-person attendance is arranged separately.
Frequently asked questions
Yes. We can agree a package for agendas and packs, minute taking, registers or a combination of support across the meeting cycle.
Your nominated chairperson or authorised client representative retains the relevant approval role. Inkserv prepares and coordinates the documents through your agreed process.
Yes. Share the current templates and registers so we can follow your preferred structure, terminology and numbering.
Get in touch
Tell us about your requirements and we will confirm the scope, deliverables and turnaround in a tailored proposal.