Preparations for Attending a Formal Meeting

This report emphasizes the importance of making thorough preparations before attending a formal meeting. It highlights key aspects such as understanding the purpose and agenda, reviewing previous meetings or discussions, and being prepared with necessary materials or information. The report also stresses the significance of receiving feedback from clients after the meeting to identify areas for improvement.

Principles Of Administration

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Legal requirements relating to management of office facilities............................................1
1.2 Typical services provided by office facility..........................................................................1
1.3 Explain how to establish office management procedures.....................................................1
1.4 Discuss how to manage office resources..............................................................................1
1.5 Explain techniques to monitor and manage work flows.......................................................2
1.6 Explain typical support and welfare facilities for office workers.........................................2
TASK 2............................................................................................................................................2
2.1 Explain legal obligations of employer for health and safety in the workplace. ...................2
2.2 Individual's responsibility for health and safety in the workplace........................................3
2.3 Discuss accident and emergency procedures........................................................................3
TASK 3............................................................................................................................................3
3.1 Explain purpose of meeting minutes.....................................................................................3
3.2 Explain legal implications of meeting minutes.....................................................................4
3.3 Importance of accuracy in minute taking .............................................................................4
3.4 Explain what should and should not be included in different types of meeting minutes......4
3.5 Describe how to take notes during meetings.........................................................................4
TASK 4............................................................................................................................................5
4.1 Explain features and purpose of different types of formal and informal meetings...............5
4.2 Role and responsibility of chair............................................................................................5
4.3 Explain role of others in meeting..........................................................................................5
4.4 Explain techniques to facilitate a meeting............................................................................6
4.5 Explain information requirements of a meeting before, during and after a meeting............6
TASK 5............................................................................................................................................6
5.1 Explain use of targets and budgets to manage workloads.....................................................6
5.2 Explain how to allocate work to individual team members..................................................7
5.3 Explain different quality management techniques to manage the performance of
administrative team.....................................................................................................................7

5.4 Explain techniques used to identify need for improvements in team outputs and standards7
TASK 6............................................................................................................................................7
6.1 Explain characteristics, requirements and purposes of different types of events..................7
6.2 Explain types of information and information sources needed to organise an event............8
6.3 Discuss how to plan an event................................................................................................8
6.4 Explain how to identify the right resources from an event plan...........................................8
6.5 Discuss likely types of information needed by delegates before, during and after an event.
.....................................................................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Principles of administration means all operations of organisation which will be a part of it
and need to be regulated and resulted in the best way of unity of action and directing workforces.
TASK 1
1.1 Legal requirements relating to management of office facilities
Health and safety at work Act 1974 will be enabling the employees so that they could be
regulating with their health and safety at workplace (Burgstahler, 2015).
Health safety and Welfare Regulation 1992 will also be having more specified at most place of
work.
1.2 Typical services provided by office facility
There are many service like accounting and finance, budget development & monitoring,
financial record retention, administration, human resource service, facilities information system
and material management which is administered by office procurement (Fafaliou and Donaldson,
2015). They will also be providing coordination of procurement, inventory related audits,
management of the data collection and its retention.
1.3 Explain how to establish office management procedures
1. Establish office management routines and stick to them.
2. Set up clearly delineated responsibilities.
3. Keep records – and keep your business records updated.
4. Take a walk through your office and have a seat.
5. Schedule the tedious work.
6. Delegate and outsource.
7. Make business planning a priority.
1.4 Discuss how to manage office resources
For this it is required that it is very much important for managing the office which could
be done like setting maximum financial spending limits on the monthly cash budget, keeping list
of different suppliers, viewing cash flow statements on regular bases in order to review whole
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overall snapshot (Filippatos and Elisaf, 2016). They could also calculate cash conversion cycle
which is time difference between when working.
1.5 Explain techniques to monitor and manage work flows
Workforces is the team of individuals who are working under one organisation or team
leader and they all are meant to work altogether. In order to manage and monitor these
workforces managers need to employ their extra time so that it becomes easy for all to work
under environment of pressure. Some important techniques which will be employed to monitor
and manage workforces are as under:
 Creating specified forms of measurement to help in determination.
 Developing system for monitoring operational progress (Gupta, Garcia and Ugalde,
2017).
 Creating accountability system in which employees documentation time usage is been
given.
 Motivating employees with production goals to ask employees and managers what could
they be in need of.
1.6 Explain typical support and welfare facilities for office workers
Working condition- this will be helping employee so that they could work in better and healthy
environment. Providing them with very good working conditions is direct way to motivate the
employees.
Wash rooms- although this part will be included under working conditions but is very important
part of organisation which will be enabling employees in better health and hygiene conditions
(Hiscox, 2015).
TASK 2
2.1 Explain legal obligations of employer for health and safety in the workplace.
Under the law employers are responsible for health and safety management. The
following provides a broad outline of how the law applies to employers. Don't forget, employees
and the self employed have important responsibilities too.
It is an employer's duty to protect the health, safety and welfare of their employees and
other people who might be affected by their business (James and Maples, 2016). Employers must
do whatever is reasonably practicable to achieve this.
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2.2 Individual's responsibility for health and safety in the workplace
All workers are entitled to work in environments where risks to their health and safety are
properly controlled. Under health and safety law, the primary responsibility for this is down to
employers.
Workers have a duty to take care of their own health and safety and that of others who may be
affected by your actions at work (Juárez, 2014). Workers must co-operate with employers and
co-workers to help everyone meet their legal requirement
2.3 Discuss accident and emergency procedures
Quick and effective action may help to ease the situation and reduce the consequences.
However, in emergencies people are more likely to respond reliably if they:
are well trained and competent
take part in regular and realistic practice
have clearly agreed, recorded and rehearsed plans, actions and responsibilities
Decide where to go to reach a place of safety or to get rescue equipment (Kline, 2015). You must
provide suitable forms of emergency lighting
You must make sure there are enough emergency exits for everyone to escape quickly, and keep
emergency doors and escape routes unobstructed and clearly marked
TASK 3
3.1 Explain purpose of meeting minutes
Minutes are required in order to:
confirm any decisions made
record any agreed actions to be taken
record who has been allocated any tasks or responsibilities
prompt action from any relevant attendees
provide details of the meeting to anyone unable to attend
serve as a record of the meeting's procedure and outcome
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3.2 Explain legal implications of meeting minutes
By section 251 A of the Corporations Law, a company must keep minutes of proceedings
at both shareholders' and directors' meetings (Marume and et.al, 2016). Signed minutes are
evidence of the resolutions to which they relate.
3.3 Importance of accuracy in minute taking
Meeting minutes are written, accurate accounts of the proceedings that take place at
meetings. They should record important details, decisions and assignments.
Written minutes can help prevent disagreements and misunderstandings because people can
review the minutes to determine exactly what occurred at the meetings.
3.4 Explain what should and should not be included in different types of meeting minutes
What's In
The minutes should include the title of the group that is meeting; the date, time, and
venue; the names of those in attendance (including staff) and the person recording the minutes;
and the agenda (Organ and et.al, 2014). The minutes should follow the order of the agenda, with
a basic, almost vague, summary sentence or two for each item, along with the name of the person
who presented it.
What's Out
Since minutes are public documents that members may ask to review, be clear on what to
exclude. Avoid direct quotations; even without a name, the speaker may be identifiable. Don’t
report details of discussions, especially who said what
3.5 Describe how to take notes during meetings
1. Get a copy of the current agenda and minutes from the
2. Write your agenda topics on a separate piece of note paper--
3. Listen to the presenter's information closely, and when you hear an important point that you
need
4. Repeat this process for each item on the agenda during the meeting.
5. Review your notes at the end of the meeting and ask questions to clarify any confusing points
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TASK 4
4.1 Explain features and purpose of different types of formal and informal meetings.
Formal Meeting
One type is a formal meeting. They are formal gatherings to present important financial,
organizational, and operational information to those who make decisions regarding these issues.
 Meeting is held to notify the vision, mission or objective of any organization (Swanson,
Territo and Taylor, 2016).
 Meeting is called to announce the performance or progress of any activity or work.
Informal Meetings
Another type is an informal meeting. This type of meeting is used to address daily operational
and policy issues. Your department meeting is a type of informal meeting.
 Problem solving
 Brainstorming
4.2 Role and responsibility of chair
Chairing is a key role on any voluntary Management Committee. The Chairperson must ensure
that the Management Committee functions properly, that there is full participation during
meetings, that all relevant matters are discussed and that effective decisions are made and carried
out.
Chairman provides leadership and governance of the Board to create the conditions for overall
Board’s and individual Director’s effectiveness, and ensures that all key and appropriate issues
are discussed by the Board in a timely manner (Willis, Chavkin and Leung, 2017).
Chief Executive Leads the management in the day-to-day running of the Group’s business in
accordance with the business plans and within the budgets approved by the Board
4.3 Explain role of others in meeting
Meeting Members
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These individuals are the active participants during a meeting. They are the ones called
for to attend a meeting. As stated earlier, the attendees of a certain type of meeting are selected
individuals and are called for by invitation (Wise, 2016). They join a meeting in response to a
meeting request sent out by the facilitator or meeting organizer.
4.4 Explain techniques to facilitate a meeting
 Top Tips for Facilitators
 Design a good agenda.
 Be aware of both content and process.
 Keep the group moving towards its aims.
 Use a variety of facilitation tools to keep everyone interested.
 Create a safe and empowering atmosphere to get the best contribution from everyone.
4.5 Explain information requirements of a meeting before, during and after a meeting
 Before the Meeting 1. Meeting Notices: • Give members notice well in advance of
meetings. • Set the schedule
 During the Meeting 1. Explain meeting expectations & introductions 2. Seating: • Don’t
miss the opportunity to be in the “best seat of the house”. • Be seen and have room to
spread out.
 After the Meeting 1. Reports: • One committee leader responsibility is to keep the BOD
and Staff informed. • Encourage the Secretary to submit minutes within 10 days of the
meeting, which should include: Attendance, Decisions and Progress (Principles of
administration, 2017)
TASK 5
5.1 Explain use of targets and budgets to manage workloads
 Describe effective time management skills needed to plan workload
 Describe how to specify and agree timescales, budgets and resources
 Explain how to construct a simple project plan
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5.2 Explain how to allocate work to individual team members
 Priority. Consider the work's priority
 Skill Sets. Evaluate the skill set of the people who you're thinking about distributing the
work to
 Availability (Burgstahler, 2015).
 Development
5.3 Explain different quality management techniques to manage the performance of
administrative team
 Get crystal clear on what you want from your staff
 Describe to your staff exactly what you want from them using performance objectives
 Gain your staff’s commitment and agreement to meeting the objectives
5.4 Explain techniques used to identify need for improvements in team outputs and standards
The tools and techniques most commonly used in process improvement are:
• Problem solving methodology, such as DRIVE
• Process mapping
• Process flowcharting
• Force field analysis
• Cause & effect diagrams
• CEDAC
• Brainstorming
TASK 6
6.1 Explain characteristics, requirements and purposes of different types of events
Conferences are popular and important business events. Everything about the event management
of academic, medical and business conference (Fafaliou and Donaldson, 2015).
Seminars educational events for the training of managers and employees. Most seminars are not
comparable with boring lectures. Interactivity is core!
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6.2 Explain types of information and information sources needed to organise an event
 Advertising planning meetings widely;
 thinking about the timing and location of your planning meetings, and asking potential
volunteers what suits them best;
 producing early publicity for the event which also serves as an appeal for volunteers;
 putting together a list of jobs that can easily be handed over to new volunteers, even if
they don’t want to come to meetings (Filippatos and Elisaf, 2016);
 pinning a list or rota up on a noticeboard and asking people to pledge a small amount of
time on the day or contributions of food, raffle prizes, etc.
6.3 Discuss how to plan an event
 Make sure your objectives are clear
 Make sure you have plenty of time
 Plan out the work – and delegate!
 Practical considerations
 First aid
 Transport
 Bookings, permissions and licences
6.4 Explain how to identify the right resources from an event plan
As you begin your planning, you should know what is available to you.
 Staff and Volunteers
 Budget and Finances
6.5 Discuss likely types of information needed by delegates before, during and after an event.
Before The Event
Venue
Make sure what you and the sales person have discussed is in the event contract before signing.
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Put down a deposit and discuss when the final balance is due (Kline, 2015) .
Day of Your Event:
It’s the day of your event! It’s go time and it’s never been more important to have your
event planning guide handy to steer you towards event success. The day of, I like to arrive in
comfortable clothes and shoes, ready to do some work. And I never leave home without my day-
of emergency kit:
 Ibuprofen
 Gaffing Tape
 Multi Tool
Post-Event
Even though the event is over, our work isn’t done quite yet. At this point, it’s time to tie
up any loose ends that linger after the event has ended. Contact your client for a review of how
they think the event went. It’s always great to get feedback, good or bad, to see what you can do
to improve (Organ and et.al, 2014). Best case scenario: you can get a testimonial quote that you
can post on your website for future clients!
CONCLUSION
From the above report it is concluded that for attending a formal meeting it is required
that all preparations are been made.
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REFERENCES
Books and Journals:
Burgstahler, S.E., 2015. Universal design in higher education: From principles to practice.
Harvard Education Press. 8 Story Street First Floor, Cambridge, MA 02138.
Fafaliou, I. and Donaldson, J., 2015. Principles of administration revisited.
Filippatos, T. D. and Elisaf, M. S., 2016. Basic principles of fluid administration. Evidence-based
Medicine & Public Health. 2.
Gupta, A, Garcia, C. and Ugalde, M., 2017. Utilizing Lean Principles to Improve Immunization
Administration Efficiency in a Pediatric Mobile Clinic Program.Pediatric Quality &
Safety. 2(5). p.e037.
Hiscox, E. T., 2015. Principles and Practices for Baptist Churches: A Guide to the Administration
of Baptist Churches. Kregel Publications.
James, S. and Maples, A., 2016. The relationship between principles and policy in tax
administration: Lessons from the United Kingdom capital gains tax regime with particular
reference to a proposal for a capital gains tax for New Zealand. eJournal of Tax
Research. 14(2). p.455.
Juárez, F., 2014. Review of the principles of complexity in business administration and application
in financial statements. African Journal of Business Management. 8(2). p.48.
Kline, R. B., 2015. Principles and practice of structural equation modeling. Guilford publications.
Marume, S.B.M. and et.al, 2016. The Principles of natural justice in public administration and
administrative law.
Organ, J.F. and et.al, 2014. Public trust principles and trust administration functions in the North
American model of wildlife conservation: Contributions of human dimensions
research. Human dimensions of wildlife.19(5). pp.407-416.
Swanson, C.R., Territo, L. and Taylor, R.W., 2016. Police administration: Structures, processes,
and behavior. Prentice Hall.
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Willis, N., Chavkin, N. and Leung, P., 2017. Finding “Health” and “Meaning” in Texas-Sized
Turnover: Application of Seminal Management Principles for Administration and Research
in US Public Child Welfare Agencies. Advances in Social Work. 17(2). pp.116-133.
Wise, B., 2016. Safety Risk Management Principles from the Federal Aviation Administration.
In Resident’s Handbook of Medical Quality and Safety (pp. 17-20). Springer International
Publishing.
Online
Principles of administration, 2017 [Online] Available Through:
<https://en.wikiquote.org/wiki/Principles_of_administration>
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