Running a meeting

Starter Get out homework Start a new word document called “Running a formal meeting” and save it in your “Unit 8” folder Add the Objective from the specification: understand the importance of planning, e.g. for a meeting, and the consequences of poor planning for a business

Planning a meeting You have been elected chairperson of the prom committee. You have decided to hold a formal meeting to discuss this year’s prom. What would you need to do before, during and after the meeting to ensure that it is successful? Add your ideas to your notes

Before Decide on a time and venue for the meeting Plan the agenda Send out an agenda and meeting notification to all of the prom committee Prepare any materials needed for the meeting, e.g. a list of possible prom locations Make sure that there is the appropriate equipment in the venue - no point preparing a powerpoint if there is no projector Arrange refreshments Assign meeting secretary

During Run the meeting and stick to the agenda Take a note of attendees Assign someone to take notes of decisions reached and actions assigned Arrange the time of the next meeting

After Type up the minutes Send out minutes so people know what has been decided at the meeting and what actions there are

Agendas What is an agenda? Why are agendas important? A list of items for discussion at a formal meeting, in the order in which they are to be discussed. Why are agendas important? An agenda lets people attending the meeting know what is going to be discussed and prepare for the meeting Without an agenda time can be wasted in the meeting as people talk about irrelevant things

Items usually on an agenda Apologies for absence Matters arising from the minutes of the last meeting Any other business Date and time of next meeting

These items are on the agenda every meeting Example Information about the time and location goes at the top of the agenda These items are on the agenda every meeting

Task - agenda Use the sample agenda to prepare an agenda for the prom committee meeting. The meeting is to take place on Wednesday 5th after school in the dining room. The items to be discussed are the location of the prom; the entertainment; the food and the theme. Remember to include the usual agenda items:- Apologies for absence Matters arising from the minutes of the last meeting Any other business Date and time of next meeting

Minutes What are meeting minutes? The record of what happens at a meeting (often taken by the meeting secretary). The minutes should record all decisions taken and all actions assigned.

Same heading info as the agenda, but including attendees Each agenda item is listed along with what was discussed, what was decided, what actions there are and who will carry them out

Task – role play Get into groups of four Assign a chair person Assign a meeting secretary to take the minutes Use the chair person’s agenda to run the meeting The meeting secretary should note down what happens in the meeting, what decisions are reached and what actions are assigned

Task – minutes Use the sample minutes to type up the minutes of the prom committee meeting. It should include the date, time, venue and attendees and all of the headings from the chairperson’s agenda Remember to include decisions taken and actions assigned

Task - questions Open the question sheet and answer the questions about face-to-face meetings Business Studies/Year 11/AQA Revision/2 Running a meeting/CGP Workbook p41 (if you have the revision guide and workbook, this is page 41 of the workbook and page 49 of the revision guide)

Mark scheme Swap your homework with another student Use the mark scheme for the Jan 2011 past paper to mark the homework Business Studies/AQA Past papers/2 Jan 11 Unit 8/AQA-413008-W-MS-JAN11 Scroll down to question 4 State WHY you gave that mark

Homework Complete the question from the Jan 12 past paper.