Unit B6:       Organising a Meeting

Level: 1

Unit type: Sector (Business)

Guided learning Hours: 40

Unit in brief

Learners will develop the skills to organise a meeting and record the outcomes from it.

Unit introduction

Getting people together for a meeting is a major part of the day for most businesses. It is important that meetings are well organised to ensure that the people attending know what the meeting is about, as well as where it will be held and the date and time.

In this unit, you will learn what is needed to organise a meeting. You will be given a meeting to organise, setting a date and time and putting together an agenda of the key points that will be discussed. You will invite people to attend by sending out invitations. You will sit in on the meeting and take a record of it.

By completing these tasks you will develop key transferable skills such as planning and managing information. The transferable and sector skills you develop in this unit can enable you to progress to further learning. They will also support you in completing the core skills units in Group A of the qualification.

Learning aims

In this unit you will:

A  Prepare documentation and communicate information when organising a meeting

B  Produce a record of a meeting.

Unit summary

There are opportunities to develop functional skills in this unit:

Unit content

Knowledge and sector skills

Purposes of meetings

• Meetings take place for different purposes, including:
• information sharing, e.g. team meetings, briefings, staff meetings
• planning what needs to be done, e.g. a project that needs completing
• decision making, where decisions are made to be carried out by invitees
• problem solving if a problem has arisen.
• Meetings can be planned or called as ‘emergency’ meetings to deal with issues that need addressing.

Process to organise a meeting

• Sending out a notice of meeting that covers the date, time, venue and purpose of the meeting and an agenda to invitees, including meeting title, date, time, venue, as well as points to be discussed.
• Booking and confirming venue for a set time and date.
• Checking the attendance from the RSVPs of attendees.
• Sending out reminders to attendees.

Documents and skills used to invite attendees to a formal meeting

• Notice of meeting either embedded into an email or electronic calendar invitation or attached.
• Agenda attached to either the email or electronic calendar invitation. Document used to capture a record of the meeting.
• Active listening for meaning by paying attention and establishing the meaning of what is being said and by asking questions to ensure understanding.
• Note taking – capture key information and decisions of the meeting.
• Collate the notes into minutes of meeting to go out post meeting, to include meeting title, date, time, venue as well as numbered items, to include attendance, apologies, matters arising and items that were discussed.

Transferable skills

• Communication: communicate in a variety of ways through written invitations, notice of meeting, agenda and listening and capturing minutes in written form.
• Managing information: creating and sending notice of meeting and agenda to attendees from instructions given and taking the minutes of the meeting.