1. How to pass Business Administration
Level 2

2. Communication, personal effectiveness, and supporting others
Chapter 5
Communication, personal effectiveness, and supporting others

3. Meetings are held to:
exchange ideas
discuss information
take decisions on policies or procedures
impart information to members of staff

4. 4. Participants / Attendees 5. Facilities and equipment
Calling a Meeting
Preparation
1. Type of the meeting
2. Purpose of the meeting
3. Time and place
4. Participants / Attendees
5. Facilities and equipment
6. Communication
Agenda items

5. Calling a Meeting
Preparation
1. Type of the meeting
Briefing meetings
Brainstorming meetings
Decision-making meetings
Problem-solving meetings
Negotiations

6. Calling a Meeting
Preparation
2. Purpose of the meeting
Agenda
1) meeting objectives
2) topics for discussion
3) Presenter for each topic
4) Time allotment for each topic

7. Calling a Meeting
Preparation
3. Time and place
Date
Place
Length of time

8. Calling a Meeting
Preparation
4. Participants / Attendees
The chairperson
The participants
The secretary

9. Calling a Meeting
Preparation
5. Facilities and equipment
Meeting room
Audio-visual equipment
Refreshment and/or meals
Parking space

10. Calling a Meeting
Preparation
6. Communication
Finalize the agenda
Information packets/documentation
Circulation

11. Scenario Q 1. Desk Note Please let me have a list of the duties of
an administrator when having a meeting.
This list is for a training session with
secretaries who will become involved in
arranging meetings.
Thanks
Jessica McCarthy, the Admin. Manager

12. Before a meeting:
prepare and circulate notice of meeting and agenda
circulate copies of the minutes of the previous meeting
remind appropriate members of staff of any reports or accounts which are needed for the meeting
book appropriate room for the meeting
arrange for refreshments to be served and water and glasses to be supplied

13. 6. prepare name cards for all those invited to attend the meeting
7. type out the Chairperson’s agenda
8. prepare attendance register including names of all those invited to attend
9. arrange for telephone calls to be re-routed if the meeting room contains a telephone
10. ensure a notice is placed on the outside of the door stating “MEETING IN PROGRESS”

14. 11. collect all documentation needed for the meeting and keep together in file- ensure extra agendas are available
12. supply water and necessary stationery for participants’ use
13. prepare notebook ready for taking minutes- ensure there are sufficient clean pages available
14. make sure pens/pencils are available for taking minutes
15. make sure that date, time and place of meeting have been entered in your diary

15. During a meeting:
make sure a notebook can be placed on a flat surface for taking notes
sit where all participants are in view and name cards can be seen
ensure all participants sign the attendance register
make a note of the names of all those attending
make a note of all who have submitted apologies for absence
make a note of all decisions which are reached and the names of participants who made proposals

16. After a meeting:
tidy up all papers left lying on desks
collect files, attendance register and name cards
remove notice from the outside of the door so that other staff are aware that the meeting is over
contact catering staff and request removal of cups etc
prepare minutes a.s.a.p. after meeting while events are still fresh in your mind

17. 6. copy of draft minutes to be submitted to the Chairperson
7. minutes may be circulated to all those who attended OR may be filed and circulated with the notice of meeting and agenda of the next meeting
8. copy of minutes to be filed in minutes book
9. enter date, time and place of next meeting in your own diary

18. Scenario Q 2.
Desk Note
Please let me have a flow chart showing the steps involved in processing orders.
Thanks
Jessica McCarthy, the Admin. Manager

19. Order Flow Collect Money Sales Marketing Order Receipt In Stock?no
In Stock?
Production
yes
Pull Ordered Amount
Pull from Stock
Complete Shipping
Paperwork
Take to Shipping Dock
Ship
Bill Customer
Collect Money

20. Simple Written Communications:
Short letters
Memos s

21. Layout of a short letter
Printed letterhead
Ref
Date
Name and address of addressee
Salutation
Body of the letter
Complimentary close
Name of sender
Designation of sender
Enc.
c.c.

22. INTERNET CONSULTANTS
Your ref: BD646
Our ref: SF9598
December 12, 2012
Mr. Gytes
Managing Director
Technology Conferences
California 89846
Dear Mr. Gytes:
Internet 2012 Conference
Following your letter of 10 December, I am writing to confirm that I can
speak at next year’s conference. Please reserve a room for me. I am looking
forward to seeing you next year.
Sincerely yours
Jeremy Tan
CEO
Enc
c.c.
Peter Pam, Product Manager

23. Memo form
Memorandum
To:
From:
Date:
Subject:

24. Memorandum
To: All Sales Managers
From: Sally White, Sales Director
Date: 18 October, 2012
Subject: Sales Figures
Please attend a meeting in Room 449 on
Friday 20 October 2012 at 10 am.
Thanks SW

25. E-mails (a medium rather than a style of communication.)
To:
From:
CC:
BCC:
Date:
Re:

26. To:
From:
CC:
BCC:
Date: March 20, 2012
Re. Project meeting 333/8
Hi, Apple
Friday at 9am is fine. Could we finish by 12pm
as I’ve got another meeting? Please give me a
final agenda ASAP.
Cheers
Orange

27. How to Pass Exam – Tips to you
1. Before the test
Don’t forget your paper dictionary
Come earlier
Go to bed earlier on the day before test

28. How to Pass Exam – Tips to you
2. During the test
Check work carefully
Dictionary is allowed; therefore, spelling errors will be marked down greatly
Do not worry too much about grammar or punctuations
Always use simple sentences to avoid mistakes
Not enough just to take knowledge from textbook

29. How to Pass Exam – Tips to you
2. During the test
Read questions carefully
Complete your answer on only one page
Check the format of your answer
Try to cover as many aspects as possible to demonstrate overall knowledge and creative ideas
Good time management

30. How to Pass Exam – Tips to you
After the test
Good Luck!
Relax and have fun!