Meetings

• Business Administration
• Further Education (Key Stage 5)

Meetings

Civil Service

Principles of Administration LO3 and LO4

Purpose of Meetings

Please complete the drag and drop activities to show your understanding of the purpose of meetings, which meetings require minutes, and the content of meeting agendas.

Project Update Meeting

Annual General Meeting (AGM)

Disciplinary Meeting

Brainstorming Session

Health and Safety Committee

Team Briefing

Board Meeting

Client Meeting

A. To formally review company performance, vote on issues, and record decisions for stakeholders

To generate new ideas in an open, informal environment with no immediate decisions required

To agree on major organisational decisions and ensure strategic direction is maintained

To communicate updates, clarify tasks, and ensure alignment on team objectives

To address performance or conduct issues following HR procedures and legal compliance

To update on project progress, identify risks, and assign new actions

TTo comply with legislation and record health and safety matters raised by staff

To discuss requirements, build relationships, and agree terms of service or delivery

Formal Minutes Required

Informal No minutes required

Annual General Meeting (AGM)

Team coffee catch-up

Disciplinary hearing

Brainstorming session

Board of Directors meeting

Project update with external stakeholders

Informal one-to-one

Health & Safety Committee

Training workshop

Performance review

Include on the agenda

Do not include on an agenda

Apologies for absence

"Don’t forget Sandra’s birthday!"

Date of next meeting

Approval of previous minutes

Lunch menu for next week

Matters arising

Any other business (AOB

Detailed staff gossip

Specific agenda topics with timing

Action items from previous meeting

Welcome and introductions

Presentations or reports scheduled

Favourite office memes

Time and location of meeting

Planning Meetings

Planning meetings and inviting participants

Which of the following is most likely to improve meeting attendance?

1. Sending the agenda 10 minutes before the meeting
2. Scheduling meetings without checking availability
3. Making meetings relevant and purpose-driven
4. Holding daily meetings regardless of need

What is a good way to encourage consistent attendance at recurring meetings?

1. Leave the purpose vague to keep it flexible
2. Record attendance and follow up with absentees
3. Keep changing the time to fit different schedules
4. Avoid setting any expectations

Which of the following would help employees prioritise attending your meeting?

1. Keeping the meeting invite optional
2. Not including an agenda so they aren’t overwhelmed
3. Clearly stating the benefits and required contributions
4. Scheduling it during their lunch break

Chairperson

Minute Taker