How to organise meetings

1. Organise meetings

2. Make meeting arrangements
1.1 Identify the type of
meeting being organised
and its purpose

3. Identify the meeting
 You should check which type of meeting is intended
to be held with the originator/appropriate person
 You should also check the purpose of the meeting
 Compile a list of the tasks to do and the contacts that
you will need to liaise with.

4. Types of meetings
Types of meetings may include:
 Annual general meeting
 Board meeting
 Face-to-face
 Staff meeting
 Teleconference
 Videoconference.

5. Activity 1A

6. Make meeting arrangements
1.2 Identify and comply
with any legal or ethical
requirements

7. Follow the correct codes of
practice
 Make sure that the meeting is being held in an
appropriate area/room
 Check the requirements of the participants invited
 Ensure that if the meeting is scheduled during lunch
time, that lunch is either provided or there is a break
for participants to get lunch.

8. Public meetings
 You must make sure that there is a procedure in
place to control entry and exit from the premises
 Check there are clearly marked fire exits
 Keep all access areas clear of obstructions.

9. Activity 1B

10. Make meeting arrangements
1.3 Identify
requirements of the
meeting and its
participants

11. Identify requirements
All meetings will have their own unique needs that
need to be taken into account.
 Meeting structure can be:
o formal
o informal
o semi-formal
o self-managed
 Participants:
o numbers attending
o any special requirements.

12. Requirements for the meeting
Requirements of the meeting may include:
 Purpose of the meeting
 Specific resources and equipment
 Teleconferencing or videoconferencing meeting
protocols
 Voting procedures.

13. Activity 1C

14. Make meeting arrangements
1.4 Make meeting
arrangements in
accordance with
meeting and
participants
requirements

15. Budgets and costs
 If you are aware of the budget, you need to consider
this when making arrangements
 If costs increase you should discuss this with your
manager so that the appropriate measures can be
taken.

16. Make arrangements
 Book a suitable venue
 Arrange for any catering, taking account of any dietary
requirements
 Organise accommodation and travel if needed
 Check that all equipment and ICT are prepared
 Prepare all documentation well in advance of the day.

17. Activity 1D

18. Make meeting arrangements
1.5 Advise participants
of meeting details

19. Meeting information
 You should inform all participants of
the confirmed meeting details
 As well as your own organisation of
the meeting, participants will also
need to make arrangements and
prepare for the meeting
 Provide documentation such as an
agenda to the participants.

20. Activity 1E

21. Prepare and distribute
documentation for meetings
2.1 Prepare notice of
meeting, agenda and
meeting papers in
accordance with
meeting requirements

22. Prepare documentation
Once the notice of meeting has been made, prepare
any required documentation:
 Agenda
 Papers
 Notes
 Minutes.

23. Activity 2A

24. Prepare and distribute
documentation for meetings
2.2 Check
documentation for
accuracy and correct
any errors

25. Proof check documentation
 You should take the time to check through all
documentation
 Make sure that everything needed has been included
in the documentation
 Check the details, spelling, grammar and the
intended meaning are correct.

26. Correct the errors
 If another person has produced the
documents and you find an error, you
should note down the error so that the
document can be amended by them
 Proof read any documentation that you
have produced and amend if needed
 Always check that the amendment has
been made by proofing the amended copy
 Allow time to check this with the
appropriate person(s) as needed.

27. Activity 2B

28. Prepare and distribute
documentation for meetings
2.3 Distribute
documentation to
participants within
designated timelines

29. Distribute copies
You may need to prepare documents to circulate prior
to the meeting, or you may need to prepare and hand
out documents on the day, at specified times. Check
the requirements for the meeting.

30. Prepare and distribute
documentation for meetings
2.4 Prepare spare sets
of documents

31. Spare document sets
You should always make sure that you print more
copies than you will need. This will guarantee that you
have enough copies to hand out for the meeting in case
of any unexpected occurrences.

32. Activity 2C

33. Record and produce minutes of
meeting
3.1 Take notes with the
required speed and
accuracy to ensure an
accurate record of the
meeting

34. Taking notes
 Be aware that the information discussed at the
meeting may be confidential in parts and as such you
will need to have the required degree of sensitivity
 Decide how to take notes:
o Pen and paper
o Electronic device such as a laptop or tablet.

35. Accurate note taking
 You will need to take an accurate record of the
meeting
 Note all information down and summarise
afterwards if needed.

36. Activity 3A

37. Record and produce minutes of
meeting
3.2 Produce minutes
that reflect a true and
accurate account of the
meeting

38. Transcribing meeting minutes
After the meeting, you will need to transcribe your
notes to a final account of the meeting. This needs to
be accurate in all the details, as this is the official
record of the meeting.

39. Record and produce minutes of
meeting
3.3 Check minutes for
accuracy and submit for
approval by the
nominated person

40. Checking and approval of meeting
minutes
 Always check your transcribed minutes of the meeting
 This checking stage allows you the time to thoroughly
examine the details
 Once you have checked the minutes, you should make
sure that you make the appropriate amendments
 Perform another self-check and pass for approval to
the appropriate person.

41. Activity 3B

42. Record and produce minutes of
meeting
3.4 Dispatch copies of
minutes within
designated timelines

43. Printing copies
 Check how many copies are needed
 Check on who needs to receive this
 Keep a record of when you dispatched copies
 Keep to the designated timeframe, if given.

44. Emailing a file copy
 If you need to email a final copy to participants,
collate the required email addresses
 Make sure you blind copy recipients so that no email
addresses are on view.

45. Filing and storing documents
Once you have dispatched the final minutes, make sure
that you file all work associated with the meeting in the
correct place.

46. Activity 3C

47. Summative Assessments
Summative assessments consist of:
 Skills assessment
 Knowledge assessment
 Performance assessment.
Your assessor will provide you with further guidance on
how and where to complete these assessments.

48. Summary and Feedback
 Did we meet our objectives?
 How did you find this session?
 Any questions?