NVQ Level 3 Business and Administration
Unit 322 Plan and organise meetings
1. Understand the arrangements and actions required for planning and organising meetings 1.1Explain the role of the person planning and organising a meeting
To identify a suitable time and venue.
Order refreshments and arrange for equipment as required.
To canvas for availability to ensure suitable attendance
To circulate agenda and any other papers
Point of contact for further information, apologies etc.
1.2Describe the different types of meetings and their main feature
Board or Steering Group meetings to discuss strategic issues/direction. These meetings have a Chair person and the discussion and actions are recorded. Agendas and minutes are produced for these meetings.
Working Group meetings. These meetings usually have a Chair person and are held to progress an identified area/project. Action notes can be taken as a record
Small performance meetings between commissioners and providers to discuss activity and targets.
Staff/Team meetings for the sharing of information
1:1 meetings to discuss workload/set tasks
1.3Explain how to plan meetings that meet agreed aims and objectives
Identify suitable representatives to attend the meeting
Ensure attendees are aware of aims and objectives in advance
Agree an agenda that will address the aims and objectives
1.4Explain the purpose of agreeing a brief for the meeting
So attendees know what the meeting is about and what the aim is. People bring relevant information/send relevant representative from an organisation 1.5Explain how to identify suitable venues for different types of meetings
The room needs to be big enough to accommodate the number of people attending
The right equipment needs to be available e.g. facilities for presentations etc
The venue needs to be accessible for all attendees.
The venue can provide suitable refreshments if required
1.6Describe the types of resources needed for different types of meetings
If a presentation is to be given people may require a screen, projector, computer/laptop
A flipchart stand and paper may be required
Facilities to play a DVD
Microphone if using a large room, including roving microphone if asking for feedback 1.7Outline the main points that should be covered by an agenda and meeting papers
Time, date and venue for meeting
Agenda should state the items to be covered and who by
If enclosures are being used these should be identified on the agenda and circulated with the papers
If there are minutes from a previous meeting they should be circulated in advance. 1.8Explain the purpose of meeting attendees needs and special requirements providing them with information required for meetings
Ensure that the venue is accessible to all attendees
Ensure that papers are circulated in an appropriate format. Some people may require large print or coloured paper to make them readable.
People may require a hearing loop system
If providing refreshments, especially food, you will need to know about dietary requirements. 1.9Describe the health, safety and security requirements that need to be considered when organising meetings
The venue should meet health and safety requirements e.g. no trailing wires, fire exits etc
Make housekeeping clear. Where the toilets, fire exits are, whether there is a fire alarm test due etc
Is there restricted access to any part of the venue? Does this impact on accessing the meeting area.
People need to sign into building as required for fire register 1.10Explain the purpose and benefits of briefing the chair before a meeting
To ensure that they are clear on the aims and objectives of the meeting
Aware of who is attending, doing presentations etc
1.11Explain the purpose of welcoming and providing suitable refreshments to attendees if required
Everyone should be welcomed at the beginning of a meeting and introductions made if people are not familiar with everyone in the room. This ensures that everyone knows who each other are and where they are from.
Refreshments may be provided if appropriate especially if there are external attendees who have had to travel and have no access to drinks etc. Lunch can be provided if the meeting covers this time. 1.12Describe the types of information, advice and support that may need to be provided during a meeting
Appropriate papers for the meeting
A Chair to lead the meeting
A dedicated person to record minute/action notes if required
Ensure everyone is aware of the location of toilets and any other facilities. 1.13Describe the types of problems that may occur during a meeting and how to solve them
People arriving late – ask people to take a seat and introduce them at a convenient point
Equipment failure – check equipment working prior to the commencement of the meeting, have a back up plan.
If someone wants to speak and is not acknowledged by the Chair try and attract the Chair’s attention discreetly. 1.14Explain what should be included in a record of a meeting and the purpose of ensuring the record is accurate and approved
Name of attendees and organisation representing
Discussion/actions agreed as appropriate
Date of next meeting
The minutes of a meeting will be seen as a record of what happened and can be referred to by people not at the meeting and at any time in the future. Therefore it is important that they are accurate. 1.15Explain how to record actions and follow up if required
Actions are noted within the minutes and a name/s of who is responsible for
It is important to record the outcome of these actions for future reference.
It may be necessary to remind people that they have agreed to do something/let you know the outcome 1.16Explain the purpose of collecting and evaluation participant feedback from the meeting
To improve future meetings/events
To ensure you have covered everything and met your aims and objectives 1.17Describe how to agree learning points to improve the organisation of future meetings
Evaluate any feedback received. Discuss the findings with the Chair/people involved in organising the meeting. Agree whether changes are required/appropriate. 2.Be able to prepare for a meeting
2.1Agree and prepare the meeting brief, checking with others if required
2.2Agree a budget for the meeting, if required
2.3Prepare and agree an agenda and meeting papers
2.4Organise and confirm venue, equipment and catering requirements when necessary
2.5Invite attendees, confirm attendance and identify any special requirements
2.6Arrange catering if required
2.7Arrange the equipment and layout of the room if required
2.8Make sure the chair receives appropriate briefing
3.Be able to support running a meeting
3.1Welcome attendees and offer suitable refreshments if required
3.2Make sure attendees have full set of papers
3.3Make sure a person has been nominated to take minutes if required
3.4Provide information, advice and support when required
4.How to follow up a meeting
4.1Produce a record of the meeting
4.2Seek approval for the meeting record, amend as required
4.3Respond to requests for amendments and arrange recirculation of a revised meeting record
4.4Follow up action points if required
4.5Evaluate meeting arrangements and external services where used
4.6Evaluate participant feedback from the meeting and share results with relevant people where used
4.7Summarise learning points and use these to identify improvements that can be made to future meeting arrangements and support