Business & Admin Level 2

2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used.

A meeting agenda ensures that the meeting will be a productive use of everyone's time. It can focus the attendee’s efforts and provide a structure to accomplish the meeting purpose. It defines outcomes, and important information, attendee roles and responsibilities and a meeting timeline. It allows attendee’s to prepare for the meeting as it is made available a week before. It also works as a checklist of those attending, goals and topics for discussion to make sure that all the necessary information is covered and keeps team members focused on the specific goals and stay on track with the subject matter.

1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.

It would be greatly appreciated if you could have these things gathered before the meeting on May 24, 2012. Thank you for your time and efforts to make this meeting happen.

Nowadays offices use a large and varied amount of equipment to complete everyday tasks efficiently and effectively. The main ones found in most offices are: computers, printers, photocopiers, faxes, telephones.

Meetings management involves a variety of different activities. Before a meeting has begun the office administrator should make sure that he/she has booked a room for the meeting and that it is in accessible location so that it allows access for anyone who is disabled and it complies with all current government legislation. The secretary should make sure that all the equipment is already set up in the room and check it is in good working order. For example: a computer and a projector if there are going to be presentations of any kind. There should also be sufficient refreshment available. An agenda which contain: Apologies, minutes of the previous meeting, matters arising, any other business and the date of the next meeting. This is sent to all attendees of the meetings in advance so they know what is being discussed.*

Give contests to the workers between each other and give points to the workers for whatever good things they have done and also must deduct points when they do not do well suppose for example when a worker keep absenting themselves must deduct points for every absence so the staffs will turn up every day and they will be motivated to turn up for work for everyday and put in such a way that that the staff who earns the most points will get rewarded with the most bonus and that will motivate the staffs to do good

The elements are tools that write down everything that needs to be achieved after a meeting. In the case of this project, many items have been identified and pencil down for this purpose of this meeting. They are introduction, review of last meeting minutes, project progress update, contingency modification, request for information, contractor update about scope performance, budget performance, and project schedule, also identified are owner items, and next meeting date.

You need to be knowledgeable and efficient and show the company in a good light. A good call could be the difference between keeping that customers business or losing it. You should use each call, whether making or receiving as an opportunity to offer great customer service.

You should never record any confidential information when making a new diary entry. If you are entering into an electronic diary system it may be good to set an alarm for when the meeting is about to begin and mark it in the diary as ‘busy’ as then you know you can not enter anything that will clash with any other time in your diary. You will need to make sure you make note of any equipment that will be needed. For example you may need a projector for a PowerPoint or you may need refreshments if the meeting is scheduled to go on for a while. The appointment may be reoccurring, if so you will need to put the reoccurring as new entries too. You also need to make sure that all relevant people know where to go to, this could be the attendees or people who will need to know where you are in case they need to get hold of you.

I am a highly quantitative person and I appreciate when people bring numbers with their analysis. I love to use probabilities to measure the possible outcomes of my decisions, even when they are non-work-related. According to Pythagoras, “All things are numbers” and I completely agree with these words, so before scheduling a meeting, send in advance any quantitative analysis you may have done. Additionally, I am a very visual person and I understand better when I see something, so please try writing down your ideas before scheduling a meeting;

The meeting was held in a conference room with an oval table and comfortable wheelie chairs. There was a white board in

This would list the venue, date and time, speaker, contact details. An agenda of the meeting would be the best way to send out these details as it lists all that information and lets attendees knows how the meeting will be run.

1. The GM just checked the schedule of today in the morning, on 10:00 o’clock there is a meeting shall be hold at the 2nd floor meeting room, that managers of RDD, PD, QCD should be present at

In order to create an effective agenda you should gather all of you information before anything else. Once you know everything you would like to incorporate into your meeting it will be easier to categorizing the information into sections for your agenda. The first step to building an effective agenda is to start with your meeting goals. Placing the goals at the top of your agenda will allow the members to keep the primary issues in mind throughout the meeting. Also, placing your most important meeting goal first will ensure the group puts in the most