a) List and describe two different types of meetings. The description should include the structure and typical arrangements for each. Include special considerations.
b) What are 5 types of formal meetings that might be held in a workplace and what purpose does each serve?
c) Define the following terms: Agenda, Notice of Meeting, Minutes.
d) How could you determine the items that will be included on an agenda and how could you distribute agendas to the relevant personnel? Does this result in meetings that achieve their intended purpose? Explain and give examples to support your answer.
e) How can you ensure the style and structure of the meeting are appropriate to its purpose?
You are about to hold a meeting for the management team in your organisation. A number of productivity problems/ issues need to be discussed and you have asked one of the managers to prepare a presentation (which includes a PowerPoint presentation) on what productivity means and how it can be increased/ improved.
a) Where would you hold such a meeting and why would you choose this venue?
b) What equipment and resources (including hardcopy handouts) would you need?
c) How would you structure the meeting and what time frames would apply—taking into consideration the needs of the organisation, the problems that need to be resolved and the optimum time frames for effective meetings. Give reasons for your answers.
d) When and how would you distribute the agenda?
a) Briefly describe the methods you might use to prepare, proof, and distribute meeting documentation, notes or handouts. The meeting may be any kind of meeting including work related, social, or sporting. Explain why you use these methods.
b) How can you ensure the meeting arrangements will meet your requirements or needs? Create a checklist that could be incorporated in a procedure relating to planning a meetin
a) What are the attributes of an effective and efficient meeting? What are the responsibilities of the chairperson in a meeting?
b) Why is a chairperson necessary? Who should chair meetings? Why?
c) If a meeting deviates from its planned agenda, what can be done to bring it back on track?
d) How long should each meeting last? Why?
e) How can active participation in meetings be encouraged?
f) Why are minutes necessary?
g) What confidentiality issues might impact on the information discussed in meetings?
a) Explain how you would brief a minute taker at one of the meetings you might organise. Describe the purpose and style of the meeting and outline the information you would share with the minute taker.
Meetings are an essential part of conducting business, sharing information is of prime importance. Barriers, such as location, can be seen as an obstruction to an effective use of time. Discuss (100 to 120 words) three options for meetings, highlighting strengths and weaknesses, which can be used to break down barriers.
Describe (120 to 150 words) the sequence of a meeting in a logical flow of events, such as might be outlined in a meeting procedure.
FOLLOW UP MEETINGS:
a) Describe how minutes could be recorded, authorised and dispatched to meeting participants.
b) How would you determine what formatting procedures should be followed?
a) Describe how a report of a meeting differs to the minutes.
b) Give an example of when a report of a meeting, rather than minutes, might be required.
c) Why is it sometimes important for people who were not invited to attend the meeting to have copies of the minutes?