Effective Meeting Conduct and Minute Taking

The assignment discusses the significance of conducting meetings effectively in organizations to achieve their final goals and objectives. It emphasizes the importance of having a clear agenda, understanding topics and purposes, and possessing necessary skills for minute-taking. The report highlights both advantages and disadvantages of face-to-face meetings and concludes that meeting management should be conducted in an effective manner to fulfill purposes.

Manage meetings

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Question 1: Tips for writing an effective agenda for meeting?..................................................3
Question 2: Importance of creating a meeting agenda and four items included on agenda........4
Question 3: Four attributes of an effective and efficient meeting...............................................4
Question 5: Important skills required in a minute taker? What are the benefits of taking
minutes? .....................................................................................................................................5
Question 9: Give an example from any industry where only invite senior staff to a meeting....5
Question 12: Five tasks representing responsibilities of the chairperson in a meeting..............6
Questions 21: Different meeting options and their advantages and disadvantages....................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Meeting is the process where two or more individual come together in order to discuss
some particular topics in business setting or formal way. It can be occurred in various
environment and different types of meetings exist in organisation. The main purpose of meeting
is to discuss issues, promote coordination, improve communication and dealing with matters
which are put on agenda (Arnkil, 2018). It is very important to manage meetings as each member
contribute equally for finding appropriate solutions for problems. This aid in improving
interpersonal relationships, communication, teamwork, employee morale and satisfaction. If
meeting is manage properly then goals and objectives can be achieved. In organisation, all
elements should be considered in order to manage meetings for effective outcomes. This report
highlights various aspects such as tips for writing effective agenda, attributes for effective and
efficient meetings and others.
MAIN BODY
Question 1: Tips for writing an effective agenda for meeting?
Agenda is an written document which is given to all attendees before they attend
meeting. In this, list of topic will be discussed are mentioned and it is also known as order of
business or a meeting timetable. Moreover, agenda is like a map which shows how to get from
one topic to another as well as how long each and every topic will be discussed. It is framework
which supports meeting and allows matters for discussion. There are some tips given to
organisation for effective agenda for meetings which are described below:
Meeting Details- It is very important to check all details required for meeting such as
time, conference logistics and place for attendee. The details of conference are correct along with
access code, online meeting rooms. All participations should receive invitations and reminders
for meeting (How to Write a Meeting Agenda: 5 Items You Should Always Include, 2018).
Leave a section for discussions- There are many topics which are not discussed in
meeting which should be discussed at end of session. This helps in removing doubts and
conflicts of individuals. If such topics are are discussed in meeting then it is irrelevant.
Outline list of meeting agenda topics for discussions- When goals of meeting is cleared
then topics for discussion should be outlined. The topic helps in achieving goals and objectives

of meeting. The list should be in detailed so that each team members can make effective
contribution.
Define meeting goals- This is the important portion of agenda which specifies outcome,
decision and purpose of meeting. This provide clear guidelines to each and every members
regarding participation is valued and what to achieve. When goal is started then focus is more on
end outcome.
Question 2: Importance of creating a meeting agenda and four items included on agenda
The agenda leads to successful of productive meeting that is between two or more person.
The importance of creating a meeting agenda are described below:
Agenda identify topics for discussion- This helps attendees to know issues which are
going to be discussed and keep them to place other issues in meeting (Aubrey, Godfrey and
Harris, 2013). This assist each and every individual regarding topics to be discussed in meeting
for better outcome.
Agenda keep everyone focused- Agenda of meeting focused each participation in better
way which cannot be done through verbal guidance. As meeting attendee have written reminders
for accomplishment during meeting and helps them to discuss towards discussion.
The four items to be included on agenda which are given below:
Call to order- Meeting should start with formal or informal call to order. It is the time
when meeting is going to start. During such speaker share motivational thought and mark
absence with excuses (Chen, Hong and Chen, 2014).
Meeting Minutes- It is started with previous meeting minutes and remind employees
regarding their roles during projects.
Old and new business- All old and new business which organization has already started
and going to start will be included in meeting agenda.
Financial reports- The financial status are given to attendee and knows about profit
earning of organization.
Question 3: Four attributes of an effective and efficient meeting
In order to make meeting effective and efficient, following should be considered such as:
 Meeting should have transparent purpose and stick toward determined agenda.
 All the members participation in meeting should be prepared
 Meeting should be start and end on given time period

 Minutes should be prepared effectively by each and every members.
Question 5: Important skills required in a minute taker? What are the benefits of taking minutes?
In order to conduct meeting in organization, important skills are required in minute taker
which are described below:
Listening- It is the skill required by minute taker where they need to listen each and
every every time in meeting. If listening skills is not effective then it provide bad results or
ineffective (Skills required to be a good minute taker, 2017).
Knowledge of Subject- If minute taker has good knowledge of subject then meeting can
be conducted effectively and efficiently. The information regarding topic comes from meeting
background papers, googling, talking to individual, keeping up to date by reading newspaper and
articles within firm.
Good command of written language- The communication is very important skills
required for minute taker where they need to have good command of written language.
Documents should be presented with correct spelling and uses with correct punctuation and
grammar (Lopez-Fresno and Savolainen, 2013).
Sound Critical Thinker- This is ability of shifting information and work into written
form. The minute taker should have critical thinking regarding any topic and matters.
The benefits of taking minutes are as follows:
Meeting minutes offer legal protection- It is significant details which cannot be ignored
by organization. This present company leadership, legal documents by auditors such as courts,
income tax return and maintain by legal experts.
Meeting minute provide structure- As there is no proper formats for meeting minutes
but courts consider reasonable efforts for facts of meeting. This helps in describing how board
have reached to reasonable decisions. Minute taker should include name of corporation, time,
date of meeting.
Question 9: Give an example from any industry where only invite senior staff to a meeting
When any decision related with confidential data to be discussed in organization then
senior staff are invited for meeting. As they are liable and responsible members of firm and
provide best decision to problems. They are skilled, capable, knowledge and experienced
individual of corporation. For example, organization is facing problem is shortage of cash in
business, then owner and senior staff are called for meeting. Each and every present their views

and opinions and provide best decision in order to solve arise problem in firm. Thus, in each and
every industry such issue arises and decision are taken for goal achievements.
Question 12: Five tasks representing responsibilities of the chairperson in a meeting
Chairperson outline purpose of meeting and make reminders to members for coming into
meeting. It is responsibility of chairperson to ensure that smooth flow of all activities during
meeting (Davitti, 2013). Some of the tasks representing responsibilities of the chairperson in a
meeting are as follows:
 Indicating progress or lack of progress to each and every members
 Providing conclusion on one point and moving towards to next
 All the important points are been highlighted in meeting
 If any misunderstanding occurs between members then clarification should be given
 If necessary then assisting secretary for better outcome of meetings.
Questions 21: Different meeting options and their advantages and disadvantages
There are different meeting options which can be adopted by organization along with
their advantage and disadvantage are as follows:
Face to face meeting - It is the meeting where individual comes, meet, talk and look
each other for discussion about some particular topics (Green, 2014). It has both advantage and
disadvantage which are described below:
Advantages
 If meeting is conducted for new product then it is best option as things can be touched
here.
 This meeting helps in building relationship with each members coming for meeting for
better outcomes.
Disadvantages
 The time period for such type of meeting is too large as each and every members arr
present in meeting.
 Such type of meeting is outdated as digital technology improve and provide ways for
doing meeting and ways for doing business (Laryea, 2012).

CONCLUSION
From the above report it can be concluded that organisation should conduct meeting in
effective way in order to achieve their final goals and objectives. The agenda for meeting should
be written in effective ways so that members can know about topics and other matters for
discussion. The topic and purpose for conducting meeting should be very cleared and
understandable by each and every members. The minute taker should posses skill such as good
command over topic, good listener and others so that purpose of meeting should be fulfilled.
Thus, face to face meeting is the easiest way to conduct meeting though taking time and style is
old which is not effective for all business.

REFERENCES
Books and Journals
Arnkil, T. E., 2018. Dialogical meetings in social networks. Routledge.
Aubrey, C., Godfrey, R. and Harris, A., 2013. How do they manage? An investigation of early
childhood leadership. Educational Management Administration & Leadership. 41(1).
pp.5-29.
Chen, C. Y., Hong, Y. C. and Chen, P. C., 2014. Effects of the meetings-flow approach on
quality teamwork in the training of software capstone projects. IEEE Transactions on
Education. 57(3). pp.201-208.
Davitti, E., 2013. Dialogue interpreting as intercultural mediation: Interpreters’ use of upgrading
moves in parent–teacher meetings. Interpreting. 15(2). pp.168-199.
Green, A., 2014. In the Chair: How to Guide Groups and Manage Meetings. Parthian.
Laryea, S., 2012. Nature of tender review meetings. Journal of Construction Engineering and
Management. 139(8). pp.927-940.
Lopez-Fresno, P. and Savolainen, T., 2013, October. Working meetings as a tool for knowledge
management and trust building. In Academic Conferences International Limited,
Kidmore End, United Kingdom, Kidmore End (p. 236).
Online
How to Write a Meeting Agenda: 5 Items You Should Always Include. 2018. [Online]. Available
through: <https://www.freeconference.com/blog/5-items-always-include-meeting-
agenda/>.
Skills required to be a good minute taker. 2017. [Online]. Available through:
<https://www.practicallyperfectpa.com/2017/skills-required-to-be-a-good-minute-
taker/08/24>.