2.1 Factors For Meeting Arrangements Flashcards
What are the meeting criteria’s ?
Internal & external people -
Internal can happen on that day, external travel arrangements will have to be made.
Location of personnel -
If the personnel is worldwide then video conferencing would be preferred.
Urgent & Non urgent -
A fire at a suppliers factory would mean we need to find a new supplier urgently.
Priority -
Meeting with a new customer for as large orders take priority over a meeting for sales updates.
Purpose of meeting -
If it’s to discuss purchase of new property it may be at the premises or estate agent.
What to check for when looking for personnel availability ?
To check if required people are available for the meeting .
Some email software can check personnel availability for meetings and give feedback immediately.
What to check for when booking a venue/room for a meeting ?
Availability - location
Resources - projector for presentation.
Shared office space - confidential meeting can be here for confidentiality.
Refreshments - all day meetings lunch provided.
What resource packs would be needed ?
Resources for the meeting such as copies of documentation must be ready before hand.
Travel information must be ready.
Arrangements to be made for visitors badges.
Car park faculties must be organise for parking.
Factors of business cost ?
Consider cost implications of the meeting.
If people have to travel long distances.
- options could be phone conferences, web conferences.
These will reduce costs and time will not be wasted .
Face to face meeting with a client may be necessary, costs implication may be ignored in that case.