The Administrator handles logistics and details. When done well, administration goes unnoticed. When done poorly, the team can fail much more easily. The administrator may be appointed or the team may select its own. The role may be rotated.

Administrator responsibilities before the meeting:

• Reserve a good meeting site.
• Provide needed equipment and supplies. For example, pads, pencils, calculators, rulers, flip chart, markers, and personal calendars for scheduling

Ensure team members and visitors know:

• Location
• Date
• Start and end times
• Purpose of team
• Agenda
• Coordinate details with facilitator
• Maximize preparation by everyone
• Briefs new team members and visitors before the start of a meeting on the team's purpose and history. Doing this in the meeting is a big time waster.

In a highly productive meeting, everyone arrives fully briefed and ready to work. The administrator helps the team by thorough communication so everyone arrives prepared.

• Post "Do Not Disturb" sign on all doors
• Post ground roles
• Arranges room as needed
• Posts charts entitled:
• Purpose and Agenda
• Decisions & Assignments: What, When, Who
• Future Agenda Items.

Administrator responsibilities at the meeting:

• Record decisions on charts as they surface. Ensure each decision or assignment includes What, By When and Who.
• Remind facilitator of agenda details
• Monitor attendance to insure a practical level of authority, power, and influence at the room
• Immediately contact missing members expected
• Monitor and support the facilitator to manage agenda and issues raised during warm up and evaluation.
• Monitor time
• Set times for each agenda item at the start of meeting
• Renegotiate times and agenda as needed during the meeting
• Calls start and end of breaks. Gets team back into meeting room on time
• Calls time 10?15 minutes before the close of the meeting to cool down. Insist that this is done.
• Reminds the team to review its membership, who should receive minutes, be briefed on the team's direction so that no one is unpleasantly surprised by the team's work.
• Supervises the minute keeping. Use the appropriate minutes form
• Rotates the actual minute keeping
• Trains each minute taker on the form minute will take.

Administrator responsibilities after the meeting:

• Distributes the minutes within 48 hours
• Briefs absent members or delegates this task

A successful administrator:

• Is detailed, organized, and proactive
• Follows through