?????Arrange stationery
'Stationery kit' which comprises a ruler, pencils, pens, scissors, highlighters, glue, pins, 'blue 
tak' calculator, laser pointer, whiteboard markets, eraser, stapler, staple remover and hole 
punch
Pens and pads 
Name badges
Place settings
Water glass
Mints.49
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Debrief and follow up after meetings
Performance Criteria for this Element are: 
o Process and distribute documentation from meetings
o Inform colleagues regarding the outcomes of meetings
o Incorporate work resulting from meetings into the current work schedule with tasks and 
actions prioritized, as appropriate.Arrange catering
o Catering staff
o Glassware, crockery and cutlery
o Service area
o Service equipment
o Clothes and trays
o Food
o Timing of meals
o Special requests of dietary requirements
o Menus
o Cash lists, registers and cash float if items are to be sold.50
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Process and Distribute Documentation:
Once the meeting has finished it is important to ensure the momentum gained during the 
meeting doesn't diminish once the meeting is over
It is important to keep the momentum strong, especially in the immediate aftermath of the 
meeting
The discussions and agreed solutions are still fresh in everyone's mind.All rights reserved for Applied College - Qassim University BLSA102
Inform Colleages of Meeting Outcomes
Meetings normally incorporate key decision makers, including managers and 
supervisors, of:
o A department  
o An outlet of a department
o An area of responsibility not contained within its own department
o An activity.Communication skillsCourse Title
BLSA102Course code
Business meetingUnit title
10Unit
Applied collegeCollege Name
Dr Houda Muhammed ZwabiContent expert
0553744543Phone number
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Contents
1.Attempt to move the meeting along at a timely and orderly pace by:
Ensuring speakers direct questions to them
One person speaks at a time
Speakers only speak once on a motion
Speakers remain focused on the topic of discussion
Make certain that motions are properly moved and seconded and that is recorded by the 
minute taker
Remain objective when someone is stepping out of the guidelines or not addressing the issue 
in question
Set the date, place and time for the next meeting.All rights reserved for Applied College - Qassim University BLSA102
Unit Summary
In this Unit we have explored all the steps involved in:
Preparing for a meeting 
Conducting a meeting 
Communicating meeting information
Implementing activities resulting from meetings.Plan and prepare of meeting:
Performance Criteria for this Element are: 
o Identify the need for meetings and who should attend
o Decide on the style of the meeting and level of formality required according to 
meeting purpose, occasion, nature of participants and enterprise procedures
o Make arrangements for the meeting in accordance with organisational 
requirements and within designated timelines.All rights reserved for Applied College - Qassim University BLSA102
Chairperson
o It is the chairperson's responsibility to ensure the meeting's purpose is achieved 
o There are two ways the Chairperson can attain their position, they can either be elected 
or they can be appointed 
o The position is also chosen based on experience, responsibility or seniority.Arrange of Meetings:
Once the type, style and formality of meeting has been identified, the arrangements must be made to 
ensure the meeting is conducted in a professional and effective manner
The aim of arranging meetings is to enable all participants within the meeting to be able to undertake their 
role in a manner that is streamlined, with all necessary tools at their immediate disposal.All rights reserved for Applied College - Qassim University BLSA102
Maintaining Control:
The three most common reason meetings get out of control are:
Disagreements and differences of opinion when making decisions
Talking about topics that are not relevant
Spending too much time on a particular agenda item, at the expense of other items.All rights reserved for Applied College - Qassim University BLSA102
Conduct Meetings within Timelines
It is important that the original meeting topics, as identified in the agenda, be introduced, discussed and 
acted upon within the predetermined time frame
One of the most difficult tasks a Chairperson has is time management.Types of information
There are endless types of information that must be communicated to staff, through managers and 
supervisors, including:
o Upcoming events
o Customer information
o New policies and procedures
o New products and services
o Customer comments
o Staff movements
o Operational issues.Congress
Exhibition or trade show
22
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Frequency of Meeting:
Since a meeting can be held once or often, the meeting organizer has to determine the 
repetition and frequency of occurrence of the meeting.Specialised meeting staff
o Welcoming staff
o Meeting organisers
o MC - Master of ceremonies
o Language translator
o Photographer
o Audio and visual expect
o Computer technician
o Catering staff.Open and Constructive Communication:
Meetings are only as good as the ideas that the participants bring forward
Great ideas can come from anyone in an organization, not just its managers
It is no point having people attend meetings if there are not able to express their views, 
opinions or suggestions
As the chairperson, it is your role to ensure everyone is given a fair opportunity to                          
participate in meetings.All rights reserved for Applied College - Qassim University BLSA102
Intention of meeting:
The intention of meetings will normally be dictated by the outcome to be reached 
including:
o Problem-Solving Meetings
o Decision-Making Meetings
o Planning Meetings
o Feedback or Follows-Up Meetings
o Combination Meetings.All rights reserved for Applied College - Qassim University BLSA102
Arrangement of Meetings:
Arrange Equipment
?Computers 
?Printers
?Scanners
?Photocopiers
?Telephones
?Teleconference equipment
?Video conference equipment.Confidentiality
o Many people generally have reservations about being honest and open if they know what they 
say is relayed to others after the meeting
o Critical comments, may be an important aspect of a meeting topic and the basis for ways to 
improve performance
o They are vital to a meeting and should be encouraged
o Establish a ground rule in relation to confidentiality.42
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Present Information and Ideas Clearly:
As the meeting commences, each agenda item will be introduced, discussed and 
actioned:
o In a clear and concise manner 
o With an agreed outcome 
o In the allocated time.Identify customer/guest requirements
Performance Criteria for this Element are: 
Develop an agenda in accordance with the purpose of the meeting
Prepare meeting papers and dispatch to participants before the meeting, where 
appropriate, and within appropriate timeframes.19
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Treasurer
A treasurer is in charge of ensuring the finances of the organisation are kept in order.d) Interdepartmental meetings- to get input, interpret decisions and policies, share info, etc.Encourage open and constructive communication
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Chairperson.......?????????????????2.3.5.7.8.2.3.4.5.6.7.8.10.??