Portfolio of Evidence.
Business staff need to know how to prepare for and then support successful physical and virtual business meetings. In this unit learners will find out how to set up a meeting including virtual meetings, making sure relevant documentation is available etc. They will also be able to demonstrate this knowledge by supporting an actual business meeting or through role play.
Unit Learning Outcomes
Know the preparation required to hold a business meeting.
Learners need to know what they need when setting up a physical or virtual meeting. This may include:
- information about the meeting for example date, time, venue or virtual technology, number of people attending, names of attendees
- equipment and resources
- room layout or virtual meeting room and breakout room arrangements
- security arrangements for example identification badges for external visitors, access to
- virtual meetings
Documentation may include:
- minutes of previous meeting
- papers for agenda items including presentations and supporting documents
Outline the preparation needed for a business meeting.
Identify the types of documentation to be prepared for business meetings.
Identify the types of technology to be used for virtual business meetings.
Be able to set up for a meeting.
Setting up a physical room may include:
- collating delegate packs
- checking equipment is working
- room layout
- checking room temperature and knowing how to adjust it if required
- knowing evacuation procedures and arrangements for the day
Setting up a virtual meeting room
- selecting appropriate technology and apps
- inviting delegates
- uploading documents
- setting up break out rooms
- having technological backup
Present a plan for setting up for a specified physical meeting.
Follow instructions to set up for a specified physical meeting.
Present a plan for setting up a virtual meeting.
Follow instructions to set up a virtual meeting.
Be able to support a meeting.
Supporting a meeting could include:
- meeting delegates on arrival and making sure they know where the facilities are
- recording attendance
- serving refreshments
- collecting additional papers or information as required
- taking notes to include key points made and actions required
- escorting external visitors from the building
- Supporting a virtual meeting could include:
- helping with technological issues
- locating documents onscreen
Learners should demonstrate appropriate behaviours and attitudes when supporting meetings knowing the impact it can have on a business’ reputation.
Take notes at a meeting showing the key action points agreed.
Be able to complete follow-up activities after a meeting.
Learners must demonstrate their ability to follow instructions after the meeting.
Follow instructions to complete follow-up activities after a meeting (e.g. removal and safe disposal of any confidential material left behind).