BUSSINESS Group 2 

TITLE: Planning
Meetings 

ENGLISH  Group Members ;

1.Rahimi Bin Abdul

(BBI 1103) Rahim

2.Harraz Rusyaidi Bin

1st Assignment
Razman
3.Aisya Nabila Binti
Kamarudin

(Presentation) 4.Carsen Noel Mathew

(Leader)
TOPIC : 

PLANNING 
MEETINGS 
INTRODUCTION
- A meeting is a common
platform used by most
people who work in a
group to disseminate
information or discuss a
solution to a problem that
relates to a task they are
working on.
- The steps to be considered
in planning a meeting will
be described in a while, with
SIX important  points.
Decide Whether Meetings are
Appropriate 

 A meeting can be suggested by a

chair person or any member of a
group who sees a need to discuss an
issue or a problem. In most cases, the
chair person will decide whether
group members need to convene for a
brainstorming session in relation to
the issue or problem. 
Choose The Right
Attendees

A chairperson decides who needs to attend a

meeting, depending on the nature of an issue. If
the chairperson feels that everyone should get
first-hand information or contribute towards
solving a problem, then all group members
would be summoned for the meeting.   
Schedule Enough Time
for Tasks at Hand

Once a chairperson has identified an

issue or problem to be discussed ,
he or she will be able to estimate
how much time is needed to
deliberate  on the issue or
problem. 
Propose Convenient Time
and Venue for Attendees

It is important to schedule a meeting at

a time most convenient for all group
members to ensure maximum
attendance . The chosen venue for the
meeting should be accessible for the
group members, especially if the
meeting is to be held outside the
organization's premises.
Arrange Necessary
Room and Facilities  

The suitability of a room and its

facilities for a meeting depends on
the purpose and agenda of the
meeting. For an example, if a
group member requires an LCD
projector for an presentation or a
drawing board for discussion
purposes, the facility needs to be
made available prior to the
meeting. 
Circulate Memorandum
of Meeting Agenda 
A memorandum or memo of the
meeting agenda is usually circulated
to all group members as early as
possible before the meeting. This
gives them the opportunity to prepare
for the meeting. For example, the
group members may want to seek
relevant information or ponder on
their responses to an issue which will
be addressed.  
Conclusion 
As a conclusion, I think all the six points that we
mentioned  just now, are important in making sure
that  planning a meeting will be successful and this
will make all group members to plan a meeting with
all the basic needs what a formal meeting need. 

Once said , 'Assuming is the root of all

disappointments'. 
Thank you very much for
listening to our presentation ….