Learning for everyone Meeting types and the roles

Learning for everyone… Meeting types and the roles involved Business Administration: Level 2 Unit 3: Principles of Business Administration Learning Outcome 1

Learning for everyone… Aims and Objectives Learning Outcome 1: Understand the organisation and administration of meetings We will look at the following areas: 1. purpose and types of meetings within a workplace 2. Different ways of providing administrative support for meetings 3. The steps involved in organising meetings

Learning for everyone… What are meetings? Ø What are Meetings? Ø A meeting is a gathering of two or more people. Ø Meetings are convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Ø A meeting is typically headed by a chairperson, and its deliberations are recorded in a written form called minutes.

Learning for everyone… Types of meetings What are the types of Meetings? Ø Formal Ø Informal Formal meetings: formal meetings are also known as: Ø board meetings or stockholders meeting Ø committee meetings or council meeting Ø caucus or conclave meetings Ø Congress or summit meetings of a symposium. Informal meetings: An informal meeting can also be know as: Ø one to one or team meeting

Learning for everyone… Roles and responsibilities The four basic meeting roles present within any meeting are: Ø Chairperson: determines the meeting objectives and plans, and is responsible for the overall direction of the meeting. Ø Facilitator: manages how people work together in the meeting, helps meeting participants clear up conflicts, and solve problems quickly. Ø Recorder: keeps track of the vital information from the meeting and keeping it visual, makes sure the information is accurate, and helps to distribute it among participants (Minute taker) Ø Participants: a group of individuals with a variety of skills, talents, and personalities; responsible for getting the job done, generate ideas, analyse information, make decisions, and implement action plans.

Learning for everyone… What are meeting minutes? Ø Meeting minutes are the written or recorded documentation used to inform attendees and non attendees about what was openly discussed Ø Meeting minutes are generally taken or recorded during the meeting so that participants have a record of what happened during the meeting. Ø Minutes usually include: • • • the names of the participants, the agenda items covered, decisions made by the participants, the follow-up actions committed to by participants, due dates for the completion of commitments, and any other events or discussions worth documenting for future review or history

Learning for everyone… providing administrative support for meetings As administrative professionals, your role is one of providing constant support to both internal and external customers. The types of support we’re asked to provide range from: Filing, scheduling, typing, editing, writing, making coffee. cleaning up conference rooms after meetings covering for our fellow admins when they’re away from their desks. managing projects, greeting visitors. and more.

Learning for everyone… Steps involved in organising meetings Ø Before any meeting, you will benefit hugely from a little bit of planning and preparation. You need to be clear what the purpose of the meeting is. Ø Writing down and displaying the purpose will help immensely When will it happen: Ø Try to find a time that most people are able to make. Think about patterns of daily activity, but also the requirements of the company, Find a venue: Ø The venue needs to be big enough to accommodate everyone comfortably Letting people know about the meeting Ø You will need to invite people to the meeting. In a closed group it might be enough tell all members of the group

Learning for everyone… Steps involved in organising meetings Planning the meeting: Ø It's a good idea to think in advance about the agenda, facilitation and decision making processes you could use in the meeting. During the meeting: Ø Arrange seating in an inclusive way, so that everyone can see one another Ø Make sure people know how the meeting works - how are decisions made: by consensus or voting? What kind of behaviour is acceptable in this meeting Ending the meeting Ø Make sure the meeting finishes on time. Ø Remember to thank everyone for turning up and contributing. After the meeting Ø Send minutes to everyone who was at the meeting and don't forget those people who could not make it Ø Evaluating your meetings can help to constantly improve them