Plan and organise meetings

Outcome 1 Understand the arrangements and actions required for planning and organising meetings

The learner can:

1. Explain the role of the person planning and organising a meeting

2. Describe the different types of meetings and their main features

3. Explain how to plan meetings that meet agreed aims and objectives

4. Explain the purpose of agreeing a brief for the meeting

5. Explain how to identify suitable venues for different types of meetings

6. Describe the types of resources needed for different types of meetings

7. Outline the main points that should be covered by an agenda and meeting papers

8. Explain the purpose of meeting attendees' needs and special requirements, and providing them with information required for meetings

9. Describe the health, safety and security requirements that need to be considered when organising meetings

10. Explain the purpose and benefits of briefing the chair before a meeting

11. Explain the purpose of welcoming and providing suitable refreshments to attendees, if required

12. Describe the types of information, advice and support that may be need to be provided during a meeting

13. Describe the types of problems that may occur during a meeting and how to solve them

14. Explain what should be included in a record of a meeting, and the purpose of ensuring the record is accurate and approved

15. Explain how to record actions and follow up, if required

16. Explain the purpose of collecting and evaluating participant feedback from the meeting

17. Describe how to agree learning points to improve the organisation of future meetings

Outcome 2 Be able to prepare for a meeting

The learner can:

1. Agree and prepare the meeting brief, checking with others, if required

2. Agree a budget for the meeting, if required

3. Prepare and agree an agenda and meeting papers

4. Organise and confirm venue, equipment and catering requirements, when necessary

5. Invite attendees, confirm attendance and identify any special requirements

6. Arrange catering, if required

7. Arrange the equipment and layout of the room, if required

8. Make sure the chair receives appropriate briefing

Outcome 3 Be able to support running a meeting

The learner can:

Welcome attendees and offer suitable refreshments (if required)

1. Make sure attendees have full set of papers

2. Make sure a person has been nominated to take minutes, if required

3. Provide information, advice and support when required

Outcome 4 Know how to follow up a meeting

The learner can:

1. Produce a record of the meeting

2. Seek approval for the meeting record, amend as required

3. Respond to requests for amendments and arrange recirculation of a revised meeting record

4. Follow up action points, if required

5. Evaluate meeting arrangements, and external services where used

6. Evaluate participant feedback from the meeting and share results with relevant people, where used

7. Summarise learning points and use these to identify improvements that can be made to future meeting arrangements and support