LO2 - Factors that influence arrangement of business meetings - Coggle…
LO2 - Factors that influence arrangement of business meetings
2.1 Factors that influence meeting arrangements
Whether people involved are internal, external or both- travel arrangements may need to be made.
the urgency of the meeting, whether its an emergency or not.
Senior members may have prioritized meetings to go to
The purpose of the meeting, ie if its to purchase a new warehouse it may be held off site
location of personnel may impact choice of venue or media
Use of electronic diary systems can be used on many devices and reminders can be sent.
A personal assistant can monitor the managers diary and arrange suitable timings for meetings without using the managers time to discuss
staff can agree or disagree to join meetings via email, and the manager can set meetings in the employees calanders
availability: of business rooms, or offices or external venues
Location: how far people are going to have to travel, has to be central
Resource: presentations need to be prepared for, facilities including projectors needed.
Refreshments: lunch may need to be provided so catering services should be available
Shared office space: confidential meetings should be held in appropriate spaces
Copies of presentations or documentations should be pre prepared and distributed prior to the meeting
External people that attend may need to be provided with travel information and visitor badges and parking spaces should be made available.
Office staff should be informed on arrival of visitors
Meetings may have cost implications, ie people traveling long distances may take alternatives such as zooming or telephoning in to reduce costs and time.
Face to face meetings sometimes however are more professional, such as meeting new clients irrespective of the costs.
2.2 Factors that influence business travel
Destination: requires modes of transport chosen depending on distance, convenience, cost and time taken.
Dates/ times: should be considered in travel, when flights operate, or the earliest trains go, if an early train cannot be taken they may have to drive etc
Personnel: A group of people travelling may find it most cost effective by car, the seniority of the personnel may also impact the hotel booked or type of flight taken
Special requirements: for example people that are unable to drive a car isn't an option or if they don't have a car.
Businesses that have a lot of travel may have a business travel insurance policy to cover trip cancellations and any stolen business equipment.
Mode of transport timetables and schedules
Includes consulting timetables and schedules to find what options are available- at convenient times
cost calculations and comparisons
all costs must be considered ie choosing between flying or driving/training.- extra costs may be involved in luggage, parking and time used up for waiting for the flight.
when booking train tickets online there will be extra costs too due to doing it online.
All costs must be considered and timescales too in order to find the best prices. ie if its cheaper to drive somewhere than fly, will it take longer?
2.3 Factors that influence business accommodation arrangements
location, rating and meal arrangements will all influence cost.
close proximity to the meeting venue and major roads or stations are also beneficial even if more expensive.