Planning and Preparing Meetings in Office Administration
Planning and preparing meetings is a key part of effective office administration. This unit helps learners understand how to organise meetings professionally from setting clear objectives and creating agendas to arranging logistics and preparing materials. It focuses on building the skills needed to ensure meetings run smoothly, stay on track, and achieve their purpose in a business setting.
Planned meetings keep the office running smoothly
Good planning is at the heart of every successful meeting. When agendas are clear, materials are prepared in advance, and every detail is organised, meetings run more smoothly and stay focused on their purpose. This level of preparation not only saves time but also creates a more professional and productive environment. It allows everyone involved to contribute more effectively, make informed decisions, and walk away with clear next steps. In office administration, these skills are essential for keeping things running efficiently and ensuring that meetings deliver real value.
How do you prepare for a successful office meeting?
- Encourages thinking about planning and organisation
- Highlights the importance of setting clear objectives
- Supports the development of practical office admin skills
- Connects preparation to smoother, more productive meetings
- Helps learners reflect on real workplace responsibilities
Overview
Learners will be learning towards obtaining a national qualification at level 3 or are working in an administrative environment, including SMME`s (Small, Medium and Micro Enterprises), where the acquisition of competence against this standard will add value to the learner`s job, or chances of finding employment.
Description
Learners working towards obtaining a national qualification at Level 3 or employed in administrative roles within Small, Medium, and Micro Enterprises (SMMEs) will benefit significantly from this standard. It aims to enhance their skills and competencies in administrative functions, improving their effectiveness in current roles. Achieving competence will provide practical skills relevant to their duties and boost their employability, increasing their chances of securing better job opportunities or advancing in their careers. This qualification adds value to their professional profile and enhances their overall contribution to their organisation.
Course Content
- The advantages of a well-constructed agenda are explained
- Matters on the agenda appear in a logical and systematic order
- Sources of agenda matters are identified and explained
- An agenda is produced in the required format and time frame
- Types of minutes are identified and explained
- The importance of accurate recording and producing of minutes is explained
- The distribution list is described
- Methods of distributing minutes are explained
- The reasons for distributing minutes promptly are explained
- Resources required for minute taking are identified, listed, and explained
- Items to be included in minutes of the meeting are listed and explained
- Attendees to the meeting are identified
- The characteristics of good minutes are identified and explained
- Minutes are concise and accurate and reflect proceedings
- Minutes are produced and distributed in the required format and time frame
- Non-accredited: Short course only
- Duration: 1h 30m
- Delivery: Classroom/Online/Blended
- Access Period: 12 Months
