The Factors That Influence Meeting Arrangements (LO2) Flashcards
(11 cards)
What are the factors when organising a business meeting?
-The criteria for the meeting
-The availability of required personnel
-Where the meeting needs to be
-The admin that the meeting requires
-The cost of holding the meeting
What is the reason for calling a meeting?
-A meeting is external if it involves people who are not employed within an org.
-Effectively, key people will need to be at the meeting like CEO but others can be invited
-Level of the importance of a meeting matters, unimportant meetings can delay productivity of work for staff
-Purpose of a meeting, it has to be clear to answer attendees questions and organisers have to consider things.
Why is identifying who will be required to attend a meeting important?
To schedule in advanced when these people are available
What are tools used to schedule availability?
-Diaries
-Calendars
-Meeting schedule software
What is the usual format and where would it be often stored?
Electronic format and often in the ‘cloud’ as it allows syncing across different devices and staff can easily see an employees’ availability
Where does a meeting needs to be held?
The choice of a venue for a meeting will depend upon who is invited e.g. a meeting with external people will need to consider where they are based
How can the choice of a venue be affected?
-Availability e.g. is a meeting room available?
-Resource requirements e.g. is a laptop or projector required?
-Catering e.g. can lunch be provided to everyone?
-Refreshments e.g. will coffee need to be available/
-Location e.g. is the venue easy to get to?
-Capacity e.g. will the room be large enough?
What does internal meetings usually require?
-Agenda
-Docs copies for the meeting
-Duration (mins) from previous meeting
What does external meetings usually require?
-Visitor ID e.g. visitor name is a form of visitor details that can be given to reception to pass or go to the meeting
-Travel info & directions
-Car park arrangements
-Refreshments organised
-Delegate packs copied and ready
Does internal, external or both have cost complications?
Yes, they do e.g. if a member of staff is paid £40,000 per year, and spends a quarter of their work time in internal meetings, the annual cost to the bz is £10,000
What 2 type of meeting that can improve cost effectiveness?
-Face-2-face meetings: Can be expensive if travel is required as it takes time and money. However, f-2-f meetings can be more cost effective as more can be achieved
-Virtual meetings: The web, and video or phone conference can avoid the costs of meeting f-2-f. e.g. zoom, google meet. However, these tools can incur costs and need equipment which can lead to additional problems.
