HABC

T h e I n t e r m e d i a t e L e v e l A p p r e n t i c e s h i p i n

A P P R E N T I - K I T

Name:

Learner N:

Assessor/IQA:

Start Date:

End Date:

Pr inc ip les o f B u s i n e s s a n d A d m i n i s t r a t i o n( D i p l o m a )

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P r i n c i p l e s o f p r o v i d i n g

a d m i n i s t r a t i v e s e r v i c e s

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Understand the organisation and administration of meetings

Describe the features of different types of meetings

There is a wide range of different meetings that take place within a business environment. They will tend to be either formal meetings or informal meetings; therefore the nature of these meetings can vary considerably.

Formal meetings will include meetings such as:

annual general meetings

board meetings

management/departmental meetings

committee meetings

annual performance review meetings

We will now explore each of these in more detail.

Annual general meetings (AGM)

An annual general meeting is a meeting that many companies, especially those with shareholders, are required by law (or the constitution or charter governing the company) to hold. There must be a period of notice given for these meetings to ensure interested and eligible parties can attend or vote at them. An AGM is held every year to elect or re-elect the board of directors and inform the shareholders or members of previous and future activities. It is an opportunity for the shareholders

or members to receive copies of the companys annual accounts, as well as reviewing financial information for the past year and asking any questions regarding the direction the business will take in the future.

Board meetings

A board meeting is a formal meeting of the board of directors of an organisation, usually held at set intervals of time to consider policy matters and any significant problems. The meeting will be presided over by the chairperson of the organisation or their appointee. There must be a minimum number of directors present for the meeting to be valid, there will be an agenda and minutes of the meeting must be taken.

Management/Departmental meetings

Management and departmental meetings tend to take place on a frequent basis, often weekly. They are used for a number of reasons including reviewing the organisations management systems at planned intervals to ensure their continuing suitability, adequacy and effectiveness. In addition, the financial performance of the area under review will be considered and any action points agreed. These meetings are used to keep everyone in the team up to date on what

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is happening in their area and to maintain adequate control of key areas such as profit and loss, staffing matters, and sales and marketing initiatives.

Committee meetings

Some organisations (often membership-based organisations) will hold regular committee meetings, as in some organisations the committee is responsible for managing the key processes within it.

A committee meeting will often be very similar in structure to a board meeting with a chairperson; often the treasurer and secretary will be present and the minutes of the meeting will be taken. Committee meetings will tend to be held on a regular basis such as every week or every few weeks.

Annual performance review meeting

Most organisations have a formal process in place for managing the performance of their employees. In an annual performance review, a manager/supervisor will be joined by an employee to discuss their performance for the period under review, and set objectives and agree on an action plan for the next year. A written document

will be used to record the key points of the discussion and the action plan.

Informal meetings

These can take place in a wide range of locations. It may be in an office, in the staff restaurant or any other place where staff can get together to discuss a range of matters related to the business. Informal meetings tend to occur more frequently than formal meetings and often no written record will be kept. Perhaps a brief note or email after the meeting will act as the follow up required.

What types of meetings take place in your workplace?

A range of formal and informal meetings help to ensure the smooth running of many organisations.

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Outline the different ways of providing administrative support for meetings

When organising meetings, there is often a need for a significant amount of administrative support to ensure they run smoothly, and those attending have the relevant information and resources available to ensure the meeting is as effective as possible. The type of support needed will often be dependent on the type of meeting that is to be arranged. The following points are typical of what might need to be considered.

What is the purpose of the meeting? Are there terms of reference set for the

meeting? How many people are attending? How

many have sent their apologies? Where will the meeting take place and

what are the timings? Who is chairing the meeting? Are there any papers that need

circulating before the meeting and howlong before?

Is there an agenda? Are there previous minutes and actions? What are the travel and accommodation

requirements? What are the catering requirements? Are there any special requirements such

as presentation equipment?

It is clear that there is a wide range of different ways that administrative support can be offered to ensure the smooth running of meetings, thus ensuring the maximum benefit is achieved from them.

List examples of the types of administrative support available in your organisation.

Correctly applied administrative support can have a big impact on the effectiveness of meetings.

Explain the steps involved in organising meetings

To organise meetings effectively, there are a number of things you must know. Necessary steps include deciding on:

the aim of the meeting who must attend the date a convenient location what documents are needed - agenda,

previous minutes, action points type and size of the room required any equipment required catering arrangements to be made accommodation requirements needed travel arrangements required how to communicate all relevant

information to attendees

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the correct set up of the room the stationery, name badges, pens and

pencils that should be available

Ensuring adequate notice is given prior to all meetings is important so that the attendees are available, fully prepared and, where necessary, clear about their roles and responsibilities. When organising meetings, communication to everyone involved is very important. That includes delegates, support services and venues.

For meetings to be successful, they must be managed before, during and after they take place.

Summary of the chapters key points:

1. A range of formal and informalmeetings help to ensure the smoothrunning of many organisations

2. Correctly applied administrativesupport can have a big impact on theeffectiveness of meetings

3. For meetings to be successful, theymust be managed before, during andafter they take place

Understand the organisation of travel and accommodation

Describe the features of different types of business travel and accommodation

The organisation of business travel and accommodation is often necessary to ensure that meetings take place with the required people being able to attend and that they arrive ready to contribute fully to the successful outcome of the meeting. You may be required to book travel for a colleague to attend a meeting in another part of the country. From some places it may be easier to travel by train than it would be to drive and, possibly, avoid getting stuck in traffic.

Therefore, deciding on the most appropriate type of travel and, where required, accommodation, is an important part of providing effective administrative services.

Different types of business travel and accommodation have a variety of different features, and it is these features that will determine which ones are the most appropriate to be booked, along with organisational policies regardingthe types of travel andaccommodation permitted and the costsassociated with these.

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Different types of travel and accommodation provide a range of options to businesses.

Explain the purpose of confirming instructions and requirements for business travel and accommodation

When organising travel and accommodation arrangements, there are a number of things that have the potential to go wrong or be overlooked. Therefore, it is very important to ensure that a number of points are checked and confirmed prior to booking travel arrangements and/or accommodation.

Key points that must be fully checked and confirmed include:

names and contact details of the peopletravelling

starting point and times destination and times method of travel, e.g. plane, train, car class of travel arrangements for collection/distribution

of tickets/booking confirmation documents required e.g. passports type and standard of accommodation any special requirements

Failure to check all the details when making travel arrangements or not communicating them to the peo