Portfolio of Evidence
Business staff need to know how to prepare for and then support successful business meetings. In this unit learners will find out how to set up a meeting including inviting delegates, booking venues and refreshments, 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. Skills will include making sure the meeting room is laid out in accordance with the chair’s requirements, taking notes and ensuring delegate needs are met.
Unit Learning Outcomes
Know the preparation required to hold a business meeting.
Learners need to know what they need when setting up a meeting. This may include:
- information about the meeting for example date, time, venue, number of people attending, names of attendees
- equipment and resources
- room layout
- security arrangements for example identification badges for external visitors
Documentation may include:
- minutes of previous meeting
- papers for agenda items including presentations
1.1Outline the preparation needed for a formal meeting.
1.2Identify the types of documentation to be prepared for business meetings.
Be able to set up a room for a meeting.
Setting up a 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
2.1Present a plan for setting up a room for a specified meeting.
2.2Follow instructions to set up a room for a specified meeting.
Be able to support a meeting.
Supporting 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
Learners should demonstrate appropriate behaviours and attitudes when supporting meetings knowing the impact it can have on a business’ reputation.
3.1Take 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.
4.1Follow instructions to complete follow-up activities after a meeting (e.g. removal and safe disposal of any confidential material left behind).