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The Difference Between Formal and Informal Meetings

   

Added on  2020-06-04

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UNIT 10; 21; 24; 27; 32;52; 54; 73

TABLE OF CONTENTS...............................................................................................................................................1INTRODUCTION...........................................................................................................................1Unit 10: Develop a Presentation.....................................................................................................11.1 Explain best practice in developing presentations ...........................................................11.2 Explain who needs to be consulted on the development of a presentation .....................11.3 Explain the factors to be taken into account in developing a presentation .....................21.4 Analyse the advantages and limitations of different communication media....................2Telephone...............................................................................................................................2E-mail.....................................................................................................................................22.1 Identify the purpose, content, style, timing and audience for a presentation...................3Unit 21: Provide Administrative Support for Meetings...................................................................31.1 Describe the purpose of the meeting and who needs to attend ........................................31.2 Explain why it is important to have a minimum number of attendees for a meeting ......31.3 Explain ways to achieve maximum attendance at meetings ...........................................41.4 Explain the access, health, safety and security requirements relating to meetings .........41.5 Describe how to set up the resources needed for a meeting ............................................41.6 Explain the responsibilities of the meeting chair and meeting secretary ........................4The Secretary’s Responsibility..........................................................................................41.7 Explain the difference between formal and informal meetings .......................................51.7 Explain the difference between formal and informal meetings .......................................51.8 Explain the legal implications of formal meetings...........................................................6Unit 24: Employee Rights and Responsibilities..............................................................................61.2 Describe career pathways within their organisation and industry ...................................61.3 Identify sources of information and advice on an industry, occupation, training and careerpathway ..................................................................................................................................71.4 Describe an organisation’s principles of conduct and codes of practice .........................71.5 Explain issues of public concern that affect an organisation and industry ......................81.6 Describe the types, roles and responsibilities of representative bodies and their relevanceto their own role .....................................................................................................................8Unit 27: Store and Retrieve Information.........................................................................................9

1.1 Describe systems and procedures for storing and retrieving information .......................91.2 Outline legal and organisational requirements for information security and retention ...91.3 Explain how to create filing systems to facilitate information identification and retrieval .91.4 Explain how to use different search techniques to locate and retrieve information ......101.5 Describe what to do when problems arise when storing or retrieving information.......10Unit 32: Produce Minutes of Meetings..........................................................................................111.1 Explain the purpose of different types of minutes and other meeting records...............111.2 Explain the legal requirements of formal minutes.........................................................111.3 Describe organisational conventions for producing minutes.........................................121.4 Describe the responsibilities of the minute taker in a meeting.......................................121.5 Explain why it is important to maintain confidentiality of meetings, discussions andactions...................................................................................................................................121.6 Explain why it is necessary to record who proposed and seconded suggestions andchanges.................................................................................................................................13Unit Title 52:Using email..............................................................................................................131.2 Explain methods to improve message transmission......................................................131.4 Explain why and how to stay safe and respect others when using e-mail.....................132.4 Explain why, how and when to archive messages........................................................142.7 Explain how to minimise e-mail problems....................................................................14Unit Title 54 Resolve customers’ complaints................................................................................141.2 Explain how to identify those complaints that should prompt a review of the service offerand service delivery..............................................................................................................141.3 Explain negotiating techniques used to resolve customers’ complaints.......................151.4 Explain conflict management techniques used in dealing with upset customers..........151.5 Explain organisational procedures for dealing with customer complaints....................151.6 Explain when to escalate customers’ complaints..........................................................161.7 Explain the cost and regulatory implications of admitting liability on the basis of acustomer complaint..............................................................................................................161.8 Explain the advantages and limitations of offering compensation or replacement productsand/or services......................................................................................................................16

2.4 Explain the advantages and limitations of different complaint response options tocustomers..............................................................................................................................172.5 Explain the advantages and limitations of different complaint response options to theorganisation..........................................................................................................................17CONCLUSION..............................................................................................................................17REFERENCES..............................................................................................................................18Books and Journals...............................................................................................................18

INTRODUCTIONThis is my experience and work all along the complete course of my Level 3diploma in Business and Administration. In order to pursue this course, one has toalready have experience in an office environment, and be well versed in officebased skills. Candidates who wish to move on into a managerial role, or who arealready in a managerial role, can do this course, where they can show their abilityto negotiate with clients, suppliers and colleagues, supervise work and people andalso effectively manage and contribute to the smooth running of the office.Unit 10: Develop a Presentation1.1 Explain best practice in developing presentations 1)DesignHopefully you already have a company slide template, but if not, apply a clean and simple designbased on the color palette and font of their brand for visual consistency. 2)ContentTwo words: reuse & shorten. If their website is current, effectively designed and includestargeted content throughout, use this as their source material, and then convert it into slides foroptimal reuse (Guffey and Loewy, 2012). 3)ScriptEveryone in their company has a different way of describing the same diagram or missionstatement, so a script is key to making sure all the presenters deliver the same messageconsistently and coherently.4)CustomizationAfter all the work to polish and standardize their message, make sure the presentation iscustomizable for each audience.1.2 Explain who needs to be consulted on the development of a presentation A presentation is a means of communication that is used in a variety of situations. It could be fora small group of people, for a meeting, for a huge audience or just for briefing a team. Alsopresentations could be either formal or informal (Crews and Stitt-Gohdes, 2012). In order forsomeone to present the information effectively, the presenter should take into account theaudience, their level of knowledge on the topic that one will be presenting and their interests, as1

an efficient presentation needs to focus on these and the presenter needs to be prepared torespond to the audience.1.3 Explain the factors to be taken into account in developing a presentation Before even preparing for the presentation, one needs to get in touch or consult with thecoordinator or the person in charge of the event, be it a meeting or a conference or a discussion.It would also be better if possible to get in touch with a few members from the audience to get anidea of what their knowledge is relating to what will be presented, what they would like to gainor understand from this presentation, what they would like to benefit from through thispresentation and what they will be doing (in terms of applying the information presented)following the presentation (Meredith, 2012). In order to achieve a positive outcome through thepresentation, careful consultation with the coordinator or person in charge or the audience or allif possible is very important. This will help one to effectively plan the presentation and makedecisions relating to the design and presentation.1.4 Analyse the advantages and limitations of different communication mediaTelephoneLand or mobile telephones have taken up the communication slack in businesses wheredistance and travel prevent face-to-face conversation. The telephone still allows immediateinteraction between two parties in the communication (Conrad and Newberry, 2012). Mobilephones also expand their ability to communicate with distant workers or offices. The lack ofnonverbal or facial expressions remove those elements from the message. This can inhibit theability to interpret the context or emotion of a message sender. The phone is also less personalthan a face-to-face meeting.E-mailE-mail is a vital communication channel in geographically dispersed companies or onesin which employees travel. E-mail allows for more flexible response times. You can send amessage one day and receive a response in a few hours or the next day. It allows for conversationthat isn't time-pressured, but can serve for fast turnaround times. It also allows for the inclusionof files, such as documents or images. E-mail is less personal than either face-to-face or phone.The missing context of the message may lead to misunderstandings or misinterpreted messages2

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