Q1 – In any business, meetings are an important aspect for a successful business. They allow all employees to communicate with each other, share information, build teamwork and resolve disputes. Having a meeting in the workplace could either be formal or informal and they change have a range of people who attend. A standard meeting is a short meeting that is held by the manager. They inform employees of simple changes or tasks that have been completed or that need starting. These types of meetings can happen on a day-to-day basis or weekly. A conference is a type of meeting that involves a lot of planning and organisation. They are held by a chairperson to ether discuss one or many topics. If a meeting cannot happen then you can arrange a conference call which happens with one or more people and they can discuss similar topics that were meant to be discussed in the meeting. A presentation is a meeting that is held to let employees know about changes that be happen within a business. Planning a presentation can take a lot of time and planning as everything needs to be detailed and explained. Finally, emergency meetings are held without warning or planning. They might be held to discuss problems that may have arose within the business.
Q2 – It is important that administrative support is provided when planning and organising a meeting. While planning a meeting, a list needs to be made of whom you would like to attend the meeting. The administrative teams role is to ensure that everyone on the list is informed about the meeting. As people enter the business for a meeting it is important that everyone is accounted for. In every meeting there should always be someone taking the minutes. There job is to write down the discussions and agreements that are taken place during the meeting. This is because if a second meeting needs to be held then their is a record of what was discussed previously. Finally, then can help with organisation and preparation for the meeting.
Q3 – Explain the steps involved in organising meetings