Office Administration S.B.

A (School Based
Assessment)

Topic: Meetings
Candidate Name: Colin Williams
Candidate Number: 010017
Centre: Antigua Seventh-day Adventist School
Centre Number: 010017
Territory: Antigua and Barbuda
Year: 2023
Teacher: Mrs L.Tittle

Criteria 1- Preparation

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Introduction
Acknowledgements
Title of Project
Aim of Project
Functions
Letter of correspondence

Criteria 2- Gathering Questions

Methodology
Questionnaire
Interview Questions
Schedule of Activities
Regulations

Criteria 3- Presentation
Report
Impact
Conclusion
Bibliography

Introduction

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The topic I chose is titled “Meetings” and I chose this topic because I wanted to educate
myself about the topic as a whole.
The business chosen is called “Seventh Day Adventist secondary School”, I chose them
because they have common ground with the topic I've chosen.

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4
 Title of Project
An investigation at how meeting procedures are carried out at Community First Credit Union
located in Old Parham, St John’s Antigua.

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 Aims of Project

1. Identify the procedures for preparing meetings.

2. Determine the methods of notifying employees of meetings
3. Discover the type of meeting that this business/organisation carries out
4. Determine the responsibilities of certain individuals with special roles in meetings

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 Letter of Correspondence

Urlings Village

St Mary's

Antigua

November 10th,2022

Old Parham Road

P.O Box 1632

St John's

Antigua

Dear Sir/Miss/Mrs,

Request for Educational Visit,

My name is Colin Williams, a student of the Antigua Seventh-day Adventist School, 5th form Office
Administration class. I am writing this letter requesting permission to conduct a research on your
company for my School Based Assessment, as part of the requirements for completing my CSEC
Examination. I would like to investigate how you handle your meetings, where my aims are to;
identify the procedures for preparing for meetings, determine the methods of notifying employees of
such meetings, discover the type of meeting carried out in the business and to determine the
responsibilities of individuals with special roles in meetings.

To gain information on meetings in your company, I would like to use a questionnaire and conduct an
interview with your fellow employees. The information obtained will only be used for this S.B.A and
will only be used for this purpose. I thus request your permission to perform this investigation.

I would be grateful, if I obtain the permission to conduct this investigation on your organisation in
order to accomplish my Office Administration S.B.A. I can be contacted at
[email protected]. Thank you for your kind consideration and I look forward to hearing
from you.

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 Methodology
Questionnaire- The researcher will use a questionnaire because it is time efficient, it gives the
researcher a basis or an idea to start and will provide employees an easier and efficient
method to answer questions

Interview- The researcher will use a questionnaire because it provides researcher with

information that is opinionated and will give the researcher the interviewees emotions

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 Questionnaire
The reason for this questionnaire is to provide the researcher with information
for meeting procedures. Answer all questions Please. Thank you!!
1. Do you participate in the preparations of your company's/organisation's meeting?

● Always

● Sometimes

● Rarely

2. Each year does your company have an Annual General Meeting?

● Yes

● No

3. Are the meetings carried out to your liking?

● Yes. They are great

● I am undecided

● No. They are not the best

4. Are meetings typically held in the organisation's headquarters?

● Yes

● Often

● No

5. How often are you invited to participate in meetings?

● Daily

● 2-3 days

● Weekly

● Monthly

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 6. How common is it to have a meeting with a person of a different country while still

being here in Antigua? (Optional)

● Occasionally

● Frequently

7. If you answered the question above, how do you have the meetings done? (Select all

that apply)

● Video Conference

● Conference Calls

● Long distance Calls

8. How are you notified of meetings in your organisations? (Select all that apply)

● Notice

● Memorandum

● Email

● Letter

9. Do you prepare any of the meetings for the organisation?

● Yes

● No

10. If you answered yes, please explain what you exactly do in the preparations for the

meetings you have prepared for your organisation?

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 11. What meetings are common in your organisation? (Tick all that apply)
● General and departmental meeting
● Presentations
● Emergency meetings
● Conventions/Conferences
● Seminars
12. Is it common to see an ex-officio in the meetings your organisations have?

● Yes

● Sometimes

● No

13. What is the usual length of a meeting in your organisation?

● 5-15 minutes

● 20-45 minutes

● 1-2 hours

● 2 hours and beyond

14. Do you participate in any of the listed procedures after a meeting? (Optional)

● Clean up the meeting location

● Give out the minutes of the meeting

● See everyone out of the meeting

15. If you do none of the above, what do you exactly do after a meeting? (Optional)

Interview Questions

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 1. How are the meeting procedures done in your organisation?
2. Could you please outline the meetings that usually occur in your organisation?
3. Are the objectives that have been established agreed in one meeting or do multiple
meetings have to occur before there is an agreement of the objectives ?
4. Are the meetings typically held in your organisation or somewhere else?
5. What do you think can be done to improve meetings of your organisation?

Report

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The ‘Seventh-Day Adventist Secondary School’ (SDA) was the subject of the investigation
based on the topic provided. Because of this, this organisation was picked. The SDA
Secondary School. The investigation carried out allowed the researcher to collect information
on how the organisation handles its meeting by interviewing the principal of the school. The
school usually begins its meeting with a prayer which is a must in their religion. Then the
minutes of the last meeting are read out.

They tend to have a general meeting once a week while having their main HASA meeting
once per school term. They also may have meetings with parents with students depending on
that student’s situation. The organisation also has an annual meeting every year.

Question 1 of the questionnaire “Do you participate in the preparations of your

company's/organisation's meeting? “ shows that out of the seven people given questionnaires
three said that they always had meetings in the workplace while four others said that they had
meetings sometimes in the workplace. Showing that the organisation goes to different
locations depending on the type of meeting.

Question 12 states “Is it common to see an ex-officio in the meetings your organisations
have?” shows that out of the 7 individuals given questionnaires that three said sometimes,

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one said yes and three said no. This shows that the ex-officio is not that common in this
organisation.

Question 13 states “What is the usual length of a meeting in your organisation?” shows that
out of the seven individuals given questionnaires that four individuals answered 1-2 hours,

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two answered 20-45 minutes and one said 2 hours and beyond. This shows that the meetings
in this organisation tend to usually last 1-2 hours.

Limitation- During meetings a point that was stated earlier in the meeting is
repeated which can lead to unnecessary repetitions that are not needed and can
lead to dragged out sessions. The meetings are done usually late in the day and
participants in these meetings are going late and coming back the next day tired.

Recommendations- Meeting points that are repeated should be noted and if

someone repeats the same points, someone should politely tell them about the
point being repeated. Certain meetings should be done online due to the
breakout of online meetings and will have individuals in the comfort of their
respective homes.

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 Impact of Office Equipment

Equipment Purpose of Equipment Suitability for tasks

Computer Used for Electronic tasks It allows for electronic stock

taking

Printer (all in one) A single machine used to It is a good decision since

copy, print and scan the equipment saves time,
documents. money and office space.

Shredder A very useful piece of It reduces storage and

equipment that shreds paper protects against identity theft
into narrow strips.

Conclusion

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Meetings are very important to organisations and there are many of them that must be
done for certain situations.

Bibliography

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Personnel Interviewed- Principal M Edwards

This book was used as a foundation for my research:

Longman Administration for CSEC 2nd edition by S.Finisterre, L.Payne and J Reid.

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