Overview

Framework:
RQF
Level:
Level 2
Unit No:
K/504/7851
Credits:
3
Guided learning hours:
27 hours

Assessment Guidance

Portfolio of Evidence

Aim

The aim of this unit is to consider the purpose of different types of meetings and how to prepare for them.

Unit Learning Outcomes

1

Understand business meetings.

Learning Outcome 1: Indicative Content  

Purposes of business meetings may include:

  • to discuss a specific item
  • Board meetings to discuss strategic issues
  • 'Kickoff' meetings for a new project and discuss roles
  • team meetings and management meetings

Ways meetings differ may include:

  • use of digital resources if attendees are not based in one place or working on different time zones
  • daily 'scrums' to provide updates from different departments on a specific project with tight timescales
  • attendance at meetings may include all levels of responsibility 
  • use of web-based media if attendees are not based in one place or working on different time zones
  • purpose of meeting e.g. a disciplinary meeting with just two people, a board meeting to decide strategy or a staff meeting to provide information about a future change
  • culture of an organisation may determine whether meetings are formal or informal

Importance of effective meetings  may include:

  • time saving
  • cost benefits
  • effective decision making
  • clear actions to be implemented

Assessment Criteria

  • 1.1
    Identify the different purposes for business meetings.
  • 1.2
    Describe how meetings will differ depending on their purpose, size, the type of people involved and the culture of the organisation.
  • 1.3
    Outline the importance to an organisation of effective business meetings.

2

Know about meeting techniques.

Learning Outcome 2: Indicative Content  

Techniques used in meetings and reasons may include:


  • setting agenda, taking minutes, action planning - provide formal record of outcomes
  • informal meetings with notes of meeting shared with relevant colleagues - ensure attendees know their own actions and decisions made
  • stand-up meetings to make quick decisions or provide information
  • prepared papers circulated to attendees prior to the meeting - provide time to read papers and discuss with others
  • use of presentations – to ensure information provided is easy to understand
  • remote attendance- to save time and travel costs

Assessment Criteria

  • 2.1
    Identify different techniques used in meetings.
  • 2.2
    Give reasons why specific techniques are suited to some kinds of meetings but not others.

3

Know how to plan a meeting.

Learning Outcome 3: Indicative Content  

Factors to consider when planning a meeting may include:


  • sharing the purpose, objectives, planned outcomes - ensures everyone knows and understand their role at the meeting and can allow time for preparation 
  • administrative duties - arranging room and refreshments, sending invitations and relevant information, organising equipment e.g. teleconferencing facilities, accessing previous papers or minutes of previous papers

Key items on a typical agenda may include:


  • list of those invited to attend
  • apologies
  • purpose and objectives for the meeting
  • minutes of the previous meeting
  • discussion items
  • date and time of next meeting

Factors to consider when planning a meeting may include:


  • time available and number of agenda items
  • attendees e.g. decision makers, those with vested interest in subject
  • availability of key people
  • whether a face to face meeting is required or remote access will suffice

Administrative tasks may include:


  • sending invites to attendees
  • booking rooms, hospitality, resources, equipment
  • travel arrangements
  • copying and collating papers

Assessment Criteria

  • 3.1
    Describe how the purpose, objectives and planned outcomes for a meeting influence the way in which it is planned.
  • 3.2
    Identify other factors to be considered when planning the content of the meeting.
  • 3.3
    Describe key items on a typical agenda.
  • 3.4
    Outline the factors to be considered when planning the format of the meeting.
  • 3.5
    Outline the administrative tasks to be carried out in advance of a meeting (e.g. sending invites, booking a venue, copying papers).

4

Know how to run a meeting.

Learning Outcome 4: Indicative Content  

Key function of the Chair person may include:


  • managing the smooth running of the meeting
  • intervening if required
  • summarising outcomes of discussions
  • making decisions on how to take actions forward, if necessary
  • timekeeping – starting and finishing on time
  • ensuring meeting objectives are met
  • establishing ground rules
  • following the agenda and ensure the meeting stays focused on the agenda items
  • ensuring people are accountable – those given actions must complete them
  • summarising key decisions
  • making sure records are kept (minutes) and actions taken

Ways to start and close meetings may include:


  • introductions
  • reiterate purpose of the meeting
  • make sure all delegates have the necessary papers
  • recap on actions 
  • thank everyone for their attendance
  • Offer coffee/refreshments prior to start time
  • Ensure all technology working (for those attending remotely) 
  • Make sure everyone knows objectives of the meeting
  • Be positive
  • Allow time for ‘any other business’
  • Ensure everyone knows date and time of next meeting

Benefits of minutes for a meeting may include:


  • providing a record of key discussion points
  • record actions
  • record who will have responsibility for taking on actions.

Assessment Criteria

  • 4.1
    Describe the key functions of a chair person.
  • 4.2
    Outline ways to start and close a meeting effectively.
  • 4.3
    Identify the benefits of taking meeting minutes.

5

Know how delegates should behave in meetings.

Learning Outcome 5: Indicative Content  

Delegate behaviour may include:


  • listening and respecting other opinions
  • not interrupting
  • asking and responding to appropriate questions 
  • appropriate use of digital equipment during meetings
  • ensuring they complete the tasks given to them at each meeting

Assessment Criteria

  • 5.1
    Identify delegate behaviour which enables meeting aims, objectives and outcomes to be achieved.

6

Know how to deal with difficult issues in meetings.

Learning Outcome 6: Indicative Content  

Types of behaviour during meetings may include:



  • interrupting while others are talking
  • not participating
  • dominating the conversation
  • inappropriate responses that are not relevant to the discussion point

Techniques to enable participation may include:



  • inviting all delegates to contribute in order
  • asking a specific delegate to share their ideas and opinions
  • invite presentations with time for questions at the end

Ways to deal with conflict may include:



  • stopping the discussion, summarising the key points and actions
  • giving time for each person to share their opinions
  • agree to continue the discussion at a later date, if appropriate

Assessment Criteria

  • 6.1
    Identify how different people may behave in a meeting, for example shy, domineering.
  • 6.2
    Identify techniques to enable the effective participation of different delegates in a meeting.
  • 6.3
    Identify ways to deal with conflict in a meeting.

7

Know how to evaluate a meeting.

Ways to obtain feedback may include:

  • verbal comments
  • evaluation forms

Ways of recording own views of a meeting may include:

  • email to colleagues
  • discussion with line manager

Assessment Criteria

  • 7.1
    Identify ways of obtaining feedback on a meeting.
  • 7.2
    Describe ways of recording own views on a meeting.