Understanding Business Meeting Techniques

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.
  

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.
  

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).
  

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.
  

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.
  

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.
  

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.