Meetings

 

Meetings are a significant part of any business. They can be one-off or regular and many have agreed date an times.
It makes sense to select the purpose of the meetings and choose the types of meetings most likely to deliver these outcomes. Different forms of meetings are:

⦁    Information exchange  :Conference directed at all employees about what to be done and discussing what had already been done
⦁    Decision making : A board meeting to gain senior authorisation on a particular agenda that has been set by a majority of the staff
⦁    Idea generating :When the staff brainstorm an idea based on the agenda set
⦁    Promblem solving: Spur of the moment meetings to solve problems

​

A Meeting brief helps you to identify the purpose and focus of the meeting. Its important to get the meeting breif confirmed, and it should include the following:

⦁    Who needs to attend
⦁    When it needs to occur
⦁    The main resources required 

​

When arranging a meeting you need to consider

⦁    The sources and types of information typically needed and
⦁    How should meeting be arranged?

​

Sources and types of information that is typically needed are the logistical information which is the:

​

⦁    Time and date
⦁    Venue
⦁    Agenda and the
⦁    Amount of people whom will be attending 

 

and the content information which is the:

⦁    Minutes of how long the meeting should/will last
⦁    Reports of other meetings and the
⦁    Outcomes of the meetings

​

You will also need to think in more detail about the venue you will use, the layout of the chairs and tables,how many flip charts and pens will be needed,video screens and sound systems as well as a computer if this is necessary and presentation software if a presentation is going to be used. In your organisation you may have people that require special arrangements , you will need to gather this sort of information and apply this to the meeting, example of special requirements are things like:

​

⦁    Disability's
⦁    Deafness or blindness where special equipment will need to be provided and special dietary

​

Meetings should be arranged according to the logistical information. You need to book a venue in advanced and make sure it is big enough for the amount of people that are attending,You can do this by first checking how many people are coming and hire a venue that accommodates the amount of people you need, you will also need to tell people in advanced about the meeting so they know what time and date it is and can tell you know before hand if they will be able  to attend, you will also need to check on what resources are needed,what special requirements are there and refreshments if this is what will be provided.You will also arrange the meeting based on the agenda.

If meetings are arranged poorly this can result in:

⦁    Wasted time and resources
⦁    Frustration
⦁    Conflict
⦁    Poor decisions or no decisions at all

​

When meetings are arranged properly it leads to efficient and effective business

​

Taking notes is important to ensure that the outcomes of meetings are as clear as possible.It is therefore important that things are discussed in meetings and any outcomes of this are recorded accurately. This is known as the minutes of the meeting.

⦁    Minutes are usually taken by a designated person such as secretary
⦁    The minutes are typed up and approved by a manager or director,before the people who attended the meeting can view them