Unit 322 Plan and organise Meetings.
Outcome 1: Understand the arrangements and actions required for planning and organising meetings. 1 Explain the role of the person planning and organising a meeting. For a meeting to run effectively, good planning and preparation are required. This takes a good deal of time. The following has to be considered while planning a meeting: The basic details of the meeting, like the type of meeting, how much budget is allocated, the number of attendees, the venue and other basic details that have to be gathered. The aim of the meeting.
The role of each person attending from the team has to be known. Organise a checklist and put all dates in the calendar to make sure different meetings or events do not conflict with each other. After planning the meeting, the next step is to organise it. The following have to be considered while organising a meeting: The purpose of the meeting has to be considered.
Find out the best time to hold the meeting so that it does not conflict with any other important appointments of the people involved in the meeting. The venue has to be chosen in such a way that is easily accessible by all the attendees. Plan the length of the meeting, considering the visitors and the number of issues that need to be discussed. Plan about refreshments that will be provided, and who will be in charge. Gather agenda items and prepare them in the proper format and order. If responsibilities need to be distributed among different people, make a list of who will be doing what. Make sure that the person facilitating the meeting knows what needs to be achieved at the meeting and is aware of the time the meeting should last.
2 Describe the different types of meetings and their main features: There are various types of meetings. The type of meetings depends on: The number of people attending the meeting.
The purpose of the meeting.
The size of the organisation.
The person chairing the meeting.
The length of the meeting.
The basic types of meetings are as follows:
Standing meeting: This is a meeting that takes place on a regular basis either weekly or fortnightly with the manager with regards to any project that is in progress, these meetings last till the completion of the project and they have a general format for agenda and minutes. Topical meeting: These are meetings that are arranged to discuss about a particular topic related to work or a project. Presentation: These meetings are held generally to inform the team about any new changes made in processes and procedures. In this meeting there is a presenter or two and in the end, the attendees have the opportunity to ask questions. Conference: This meeting is organised with high planning and structure, moderated by a chair person. The number of participants depends on the purpose of the conference. Emergency meeting: These are meetings held all of a sudden without prior notice to address any crisis internal or external to the organisation. This meeting will require all members of the team to attend the meeting. Seminar: These meetings are held mainly for education purposes and they are headed by experts in that particular field.
3 Explain how to plan meetings that meet agreed aims and objectives. Meetings are very important and they have to be planned with great attention to detail, because they play a very important role in achieving the goals of a business. First and foremost, prepare a checklist for the meeting: Meeting checklist:
Check to see if realistic goals have been set up for the meeting. Check to see if the meeting venue is accessible to everyone. Check if the dates and times are convenient for all attendees. Check if the chairperson is aware of the agenda.
Prepare an agenda that can accomplish all goals.
Check if agenda is printed and ready, that resources are ready for the meeting and all invites sent out. Check if chairperson, minute taker, presenters and refreshments are all set up and ready. Planning:...
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