Communicate with Influence: Essential Elements of Meeting, Roles and Responsibilities of Chairperson, Minutes Distribution and Storage

COMMUNICATION WITH
INFLUENCE

Table of Contents
INTRODUCTION...........................................................................................................................3
PART A...........................................................................................................................................3
Question 1....................................................................................................................................3
Question 2....................................................................................................................................3
Question 3....................................................................................................................................4
Question 4....................................................................................................................................4
PART B...........................................................................................................................................4
Question 1....................................................................................................................................4
Question 2....................................................................................................................................5
Question 3....................................................................................................................................5
Question 4....................................................................................................................................5
Question 5....................................................................................................................................6
Question 6....................................................................................................................................6
Question 7....................................................................................................................................6
Question 8....................................................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................1

INTRODUCTION
Meeting is an event where people can come together to talk about the problem, content, or it
should be any plan. There are two or more people can meet to take decisions, there they
exchange the information in pre decided manner, discuss the issues, solve problems etc. This
report is discussed the essential elements of the meeting, roles and responsibilities of chairperson
as a minute taker or a facilitator, in what manner the documents and minutes distributed and how
to store these minutes. Likewise, it also contains types, objectives, agenda, who attend the
meeting, topic covered in the meeting, formal draft agenda and how the documents distributed to
the participants.
PART A
Question 1.
The essential elements of a meeting is it needs to prepare before meeting are clarified the
purpose and aim of meeting because the aim of the meeting should be at the top of agenda, create
an agenda structure by that people may guides and assist, schedule meeting which include who
may attend the meeting or the time or place, post & sent out agenda includes the topic of meeting
should be sent to the participants should prepare, flow of information with regard to meeting in
advance, make all the room arrangements includes all the participants that can clearly see or hear
each other, arrange recorder for manage meeting properly includes notes on paper, laptops
(Cashner, 2017). These elements may vary for different departments with the different places.
Question 2
(a) Facilitator
Facilitator is a person who suggest a group or people to work together, they help to
achieve the common objectives & plan how to attain the objectives while attending the meeting.
The roles and responsibilities of a chairperson as a facilitator is to provide leadership. To ensure
the functions of committee are planned effectively. To ensure that the policies and procedures
are effectively working or not. The focus is more on managing and supervising the senior staff.
(b) Minute taker
Minute taker is the attendee at the meeting whose role is to maintain the minutes of the
particular meeting (Will, 2017). They must took an accurate record of which type of activities