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Organise Meetings.pptx

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Organise Meetings.pptx

  1. 1. Organise meetings
  2. 2. Make meeting arrangements 1.1 Identify the type of meeting being organised and its purpose
  3. 3. Identify the meeting  You should check which type of meeting is intended to be held with the originator/appropriate person  You should also check the purpose of the meeting  Compile a list of the tasks to do and the contacts that you will need to liaise with.
  4. 4. Types of meetings Types of meetings may include:  Annual general meeting  Board meeting  Face-to-face  Staff meeting  Teleconference  Videoconference.
  5. 5. Activity 1A
  6. 6. Make meeting arrangements 1.2 Identify and comply with any legal or ethical requirements
  7. 7. Follow the correct codes of practice  Make sure that the meeting is being held in an appropriate area/room  Check the requirements of the participants invited  Ensure that if the meeting is scheduled during lunch time, that lunch is either provided or there is a break for participants to get lunch.
  8. 8. Public meetings  You must make sure that there is a procedure in place to control entry and exit from the premises  Check there are clearly marked fire exits  Keep all access areas clear of obstructions.
  9. 9. Activity 1B
  10. 10. Make meeting arrangements 1.3 Identify requirements of the meeting and its participants
  11. 11. Identify requirements All meetings will have their own unique needs that need to be taken into account.  Meeting structure can be: o formal o informal o semi-formal o self-managed  Participants: o numbers attending o any special requirements.
  12. 12. Requirements for the meeting Requirements of the meeting may include:  Purpose of the meeting  Specific resources and equipment  Teleconferencing or videoconferencing meeting protocols  Voting procedures.
  13. 13. Activity 1C
  14. 14. Make meeting arrangements 1.4 Make meeting arrangements in accordance with meeting and participants requirements
  15. 15. Budgets and costs  If you are aware of the budget, you need to consider this when making arrangements  If costs increase you should discuss this with your manager so that the appropriate measures can be taken.
  16. 16. Make arrangements  Book a suitable venue  Arrange for any catering, taking account of any dietary requirements  Organise accommodation and travel if needed  Check that all equipment and ICT are prepared  Prepare all documentation well in advance of the day.
  17. 17. Activity 1D
  18. 18. Make meeting arrangements 1.5 Advise participants of meeting details
  19. 19. Meeting information  You should inform all participants of the confirmed meeting details  As well as your own organisation of the meeting, participants will also need to make arrangements and prepare for the meeting  Provide documentation such as an agenda to the participants.
  20. 20. Activity 1E
  21. 21. Prepare and distribute documentation for meetings 2.1 Prepare notice of meeting, agenda and meeting papers in accordance with meeting requirements
  22. 22. Prepare documentation Once the notice of meeting has been made, prepare any required documentation:  Agenda  Papers  Notes  Minutes.
  23. 23. Activity 2A
  24. 24. Prepare and distribute documentation for meetings 2.2 Check documentation for accuracy and correct any errors
  25. 25. Proof check documentation  You should take the time to check through all documentation  Make sure that everything needed has been included in the documentation  Check the details, spelling, grammar and the intended meaning are correct.
  26. 26. Correct the errors  If another person has produced the documents and you find an error, you should note down the error so that the document can be amended by them  Proof read any documentation that you have produced and amend if needed  Always check that the amendment has been made by proofing the amended copy  Allow time to check this with the appropriate person(s) as needed.
  27. 27. Activity 2B
  28. 28. Prepare and distribute documentation for meetings 2.3 Distribute documentation to participants within designated timelines
  29. 29. Distribute copies You may need to prepare documents to circulate prior to the meeting, or you may need to prepare and hand out documents on the day, at specified times. Check the requirements for the meeting.
  30. 30. Prepare and distribute documentation for meetings 2.4 Prepare spare sets of documents
  31. 31. Spare document sets You should always make sure that you print more copies than you will need. This will guarantee that you have enough copies to hand out for the meeting in case of any unexpected occurrences.
  32. 32. Activity 2C
  33. 33. Record and produce minutes of meeting 3.1 Take notes with the required speed and accuracy to ensure an accurate record of the meeting
  34. 34. Taking notes  Be aware that the information discussed at the meeting may be confidential in parts and as such you will need to have the required degree of sensitivity  Decide how to take notes: o Pen and paper o Electronic device such as a laptop or tablet.
  35. 35. Accurate note taking  You will need to take an accurate record of the meeting  Note all information down and summarise afterwards if needed.
  36. 36. Activity 3A
  37. 37. Record and produce minutes of meeting 3.2 Produce minutes that reflect a true and accurate account of the meeting
  38. 38. Transcribing meeting minutes After the meeting, you will need to transcribe your notes to a final account of the meeting. This needs to be accurate in all the details, as this is the official record of the meeting.
  39. 39. Record and produce minutes of meeting 3.3 Check minutes for accuracy and submit for approval by the nominated person
  40. 40. Checking and approval of meeting minutes  Always check your transcribed minutes of the meeting  This checking stage allows you the time to thoroughly examine the details  Once you have checked the minutes, you should make sure that you make the appropriate amendments  Perform another self-check and pass for approval to the appropriate person.
  41. 41. Activity 3B
  42. 42. Record and produce minutes of meeting 3.4 Dispatch copies of minutes within designated timelines
  43. 43. Printing copies  Check how many copies are needed  Check on who needs to receive this  Keep a record of when you dispatched copies  Keep to the designated timeframe, if given.
  44. 44. Emailing a file copy  If you need to email a final copy to participants, collate the required email addresses  Make sure you blind copy recipients so that no email addresses are on view.
  45. 45. Filing and storing documents Once you have dispatched the final minutes, make sure that you file all work associated with the meeting in the correct place.
  46. 46. Activity 3C
  47. 47. Summative Assessments Summative assessments consist of:  Skills assessment  Knowledge assessment  Performance assessment. Your assessor will provide you with further guidance on how and where to complete these assessments.
  48. 48. Summary and Feedback  Did we meet our objectives?  How did you find this session?  Any questions?

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