Supporting Business Meetings

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
• refreshments
• security arrangements for example identification badges for external visitors, access to
• virtual meetings

Documentation may include:

• agenda
• minutes of previous meeting
• papers for agenda items including presentations and supporting documents

Assessment Criteria

• 1.1

  Outline the preparation needed for a business meeting.

• 1.2

  Identify the types of documentation to be prepared for business meetings.

• 1.3

  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
• refreshments
• 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

Assessment Criteria

• 2.1

  Present a plan for setting up for a specified physical meeting.

• 2.2

  Follow instructions to set up for a specified physical meeting.

• 2.3

  Present a plan for setting up a virtual meeting.

• 2.4

  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.

Assessment Criteria

• 3.1

  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.

Assessment Criteria

• 4.1

  Follow instructions to complete follow-up activities after a meeting (e.g. removal and safe disposal of any confidential material left behind).