Unit 322 Plan and organise Meetings new version
Unit 322 Plan and organise Meetings.
Outcome 1: Understand the arrangements and actions required for planning and organising meetings.
1 Explain the role of the person planning and organising a meeting.
For a meeting to run effectively, good planning and preparation are required. This takes a good deal of time. The following has to be considered while planning a meeting:
The basic details of the meeting, like the type of meeting, how much budget is allocated, the number of attendees, the venue and other basic details that have to be gathered.
The aim of the meeting.
The role of each person attending from the team has to be known.
Organise a checklist and put all dates in the calendar to make sure different meetings or events do not conflict with each other.
After planning the meeting, the next step is to organise it. The following have to be considered while organising a meeting:
The purpose of the meeting has to be considered.
Find out the best time to hold the meeting so that it does not conflict with any other important appointments of the people involved in the meeting.
The venue has to be chosen in such a way that is easily accessible by all the attendees.
Plan the length of the meeting, considering the visitors and the number of issues that need to be discussed.
Plan about refreshments that will be provided, and who will be in charge.
Gather agenda items and prepare them in the proper format and order.
If responsibilities need to be distributed among different people, make a list of who will be doing what.
Make sure that the person facilitating the meeting knows what needs to be achieved at the meeting and is aware of the time the meeting should last.
2 Describe the different types of meetings and their main features:
There are various types of meetings. The type of meetings depends on:
The number of people attending the meeting.
The purpose of the meeting.
The size of the organisation.
The person chairing the meeting.
The length of the meeting.
The basic
Outcome 1: Understand the arrangements and actions required for planning and organising meetings.
1 Explain the role of the person planning and organising a meeting.
For a meeting to run effectively, good planning and preparation are required. This takes a good deal of time. The following has to be considered while planning a meeting:
The basic details of the meeting, like the type of meeting, how much budget is allocated, the number of attendees, the venue and other basic details that have to be gathered.
The aim of the meeting.
The role of each person attending from the team has to be known.
Organise a checklist and put all dates in the calendar to make sure different meetings or events do not conflict with each other.
After planning the meeting, the next step is to organise it. The following have to be considered while organising a meeting:
The purpose of the meeting has to be considered.
Find out the best time to hold the meeting so that it does not conflict with any other important appointments of the people involved in the meeting.
The venue has to be chosen in such a way that is easily accessible by all the attendees.
Plan the length of the meeting, considering the visitors and the number of issues that need to be discussed.
Plan about refreshments that will be provided, and who will be in charge.
Gather agenda items and prepare them in the proper format and order.
If responsibilities need to be distributed among different people, make a list of who will be doing what.
Make sure that the person facilitating the meeting knows what needs to be achieved at the meeting and is aware of the time the meeting should last.
2 Describe the different types of meetings and their main features:
There are various types of meetings. The type of meetings depends on:
The number of people attending the meeting.
The purpose of the meeting.
The size of the organisation.
The person chairing the meeting.
The length of the meeting.
The basic