2.1

Question 1

What factors should be considered when creating a meeting?

Answer 1

People involved are internal, external or a combination

If meeting is urgent

Senior staff are likely to attend numerous meetings and regard some as greater priority

Purpose of meeting

Location of personnel may impact the choice of venue

Question 2

How to check if required personnel are available?

Answer 2

Electronic diary systems (will need to be maintained by staff)

Email software (potentially)

Question 3

What factors influence the venue/room?

Answer 3

Availability

Location

Resources

Refreshments

Shared office space

Question 4

What are included in resource packs?

Answer 4

Required copies of documentation

Travel info

Visitor badges and parking spaces

List of participants

Question 5

How can business costs influence choices?

Answer 5

If people must travel long distances, then alternative options could be telephone conferences and web conferences. Reduce travel cost time not wasted.

However, face-to-face meetings are a professional approach, irrespective of the cost.

Question 6

What is agenda?

Answer 6

Lists what will be discussed at the meeting

Question 7

What is minutes?

Answer 7

Records what was discussed and that actions the attendees have agreed to take