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Higher Administration. LO4 – Meetings. Learning intentions. By the end of the lesson you should be able to: Identify the purpose and types of business meeting. Apply IT skills to create documentation associated with meetings. Draw further information through personal research on meetings.

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Higher administration
Higher Administration

  • LO4 – Meetings

Learning intentions
Learning intentions

By the end of the lesson you should be able to:

  • Identify the purpose and types of business meeting.

  • Apply IT skills to create documentation associated with meetings.

  • Drawfurther information through personal research on meetings.

  • Demonstrateknowledge through answering SQA exam questions.


  • Purpose of meetings

  • Types of meetings and committees

  • Roles and responsibilities

  • Terms used in the conduct of meetings

  • Minutes

  • Meetings and technology

Meetings allow communication
Meetings…. allow communication

  • Discuss and generate ideas.

  • Solve problems and make decisions.

  • Motivation.

  • Set targets and objectives.

  • Plan ahead.

    Must be planned and controlled to be effective.

Planning and c ontrolling
Planning and controlling



Sets out the rules and regulations that have to be followed at a formal meeting.

Notice of meeting

What meeting is to be held, when and where.



  • Gives meeting structure.

  • Outlines what is to be discussed.

  • Allows attendees to prepare.

  • Some items same each meeting (items 1, 2, 3, 5 and 6).


Chairperson’s agenda

  • Similar to agenda but with space to allow chairperson to note take or note information for discussion at meeting.



  • A formal record of the meeting.

  • Signed by the chairperson as accurate.

  • Follow the structure of the agenda.

  • Always start with title and then a list of attendees.


Can be formal

  • Set up and held for a specific purpose and follow formal rules.

    Or informal

  • No formal procedures or rules are followed; can be ad hoc.

Types of meeting
Types of meeting

Annual general meeting (AGM)

  • Held by public limited companies where all shareholders are invited to attend.

  • Required by law, with regulations set out by the Companies Act.

Purpose of the agm
Purpose of the AGM

To elect directors

To discuss performance:

  • accepting the director’s report

  • accepting the auditor’s report

  • agreeing the dividend to shareholders

  • looking at the accounts of the company.

    To discuss the strategic plans for the following year

Extraordinary general meeting egm
Extraordinary general meeting (EGM)

Open to shareholders or members.

Held to discuss a particular issue that cannot be held back until the next AGM.

Must be organised and held in accordance with the Companies Act if called by a limited company, eg notice to attend must be given to those eligible.

Board meeting
Board meeting

Held by limited companies run by a board of directors.

Held regularly to discuss the strategic aims of the organisation.

Board can recommend that tasks are delegated to be carried out by committees set up for purpose.

Committee meeting
Committee meeting

Committee appointed to look at a specific area, eg enterprise, health, expansion.

Report back to the board of directors by recommendation, eg should we expand into a new market segment?

Types of committee
Types of committee


Set up to look at issues and make recommendations to the board of directors.


To improve communications between different interest groups, eg trade union and management.


Has a specific remit, eg health and safety.

Types of committee1
Types of committee


Powers to make decisions in a specific area, eg pay negotiations (all decisions binding).

Ad hoc

Particular purpose, eg 50th anniversary of company – organise celebration.


Set up by a committee to deal with a particular issue within that committee, eg to organise the staff party for the 50th celebration.