1. Running a meeting

2. 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

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. 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.

12. 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

13. 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

14. 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

15. 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)

16. 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 W-MS-JAN11
Scroll down to question 4
State WHY you gave that mark

17. Homework
Complete the question from the Jan 12 past paper.