Meeting Terminology: Agenda, Chair, Quorum, Proxy, Minutes, Motion, Actions, Apologies

Diploma of Leadership
& Management

1. Complete the table by providing an explanation of each of the following meeting
terminology:
Agenda It is the list of topics which is arranged in the same way in which
they are going to discussed in meeting.
Chair The highest positioned person in the meeting who ask for meeting
and who starts the meeting by identifying Agenda of the meeting.
Quorum It is the minimum number of participants which is required to
attend the meeting (Teoh and et. al., 2020).
.
Proxy In case due to some reason any participant of meeting is unable to
attend the meeting then they allow another authorized agent on
their behalf to vote in meeting.
Minutes Minutes highlights the key issues which are discussed in the
meeting. Minutes documents copies are shared by attendees have a
proof that the following topics were discussed in last meeting for
the next meeting.
Motion It is a proposal which is put in front of participants of the meeting
so that they can also share their point of view. Participants are
required to answer in one word whether its Yes or No.
Actions These are the necessary tasks which are assigned to some
participants from meeting to get it complete in few weeks.
Apologies It is the formal notification of not attending the meeting from
those participants who did not attended the meeting due to some
reasons.
2. Outline a meeting structure for a formal meeting.

 Set objectives- It is necessary to set objectives of the meetings that why the meeting is
going to held, what is the main topic of meeting (Mehrbod and et. al., 2019).
 Assemble attendees- Here, the person is requiring to list out the names who are
necessarily required to attend the meeting.
 Create an Agenda- creating a list of topics in an order which is going to discussed in the
meeting in the same sequence in which it is listed.
 Maintain control- This involves to start the meeting on time, short summary of meeting
that what are going to discussed in meeting and many others. It also involved to control
the different type of behaviour of participants in the meeting on the topic which is
discussing.
 Follow up- Once the meeting is over, records of the meeting which is called minutes must
be provided to attendees and thanking people for attending the meeting.
3. Outline a meeting structure for an informal meeting.
 Collect all the facts and topics for meeting.
 Identify specific issue to discuss.
 Choose a private location.
 Ask all participant to join the meeting on a particular date and time.
4. Outline at least three key arrangements that need to be made for a meeting.
 Location- It is necessary to decide an appropriate location for the meeting where is is
going to held (Boton, 2018).
 Preparing Agenda- It is necessary that the list of topics which is going to discussed in the
meeting should be prepared in a right way by an experienced person who conduct the
meeting.