Manage Meetings Assessment Task Report

Running head: MANAGE MEETINGS 1
Manage Meetings Assessment
First Name
Last Name
Institution

MANAGE MEETINGS 2

TASK 1-Prepare for meetings
A Appendix 1 – Assessment task 1 submission form
Student name:
Meeting name: END OF YEAR MEETING
Meeting purpose YEAR END PERFOMANCE REVIEW
Participant name Reason for participation
Chief Executive Officer-
CEO
To bring forward the financial report of the company
Chief Accountant To give the financial position of the business at the end
of the year
Credit manager To present the financial information regarding the
debtors
Sales manager To update on the status of the development of new
business and details on the new plans put forward for
the department for the coming year
Workshop manager To update on the different woks of fabrication in the
company
Company secretary To take minutes of the meeting
Board members To advise the management on the state of the bunnies
All departmental team To get information on the status of company
Choice Business College Page 3 of 25
RTO 41297 | CRICOS 03444C
June 2018 version: 3.0

MANAGE MEETINGS 4
leaders performance
Information
communication
technology manager
(ICT)
To ensure that even at the start of the meeting
everything is in its place in terms of connections.
Meeting format
What formats have you chosen for this meeting and why?
Mastermind meeting format. This is because the company wants to review its
performance at the end of the year. While reviewing the performance, It will also
give an opportunity to the members present to air their challenges on the
departments they represent and there will be discussion on the possible solutions
and support. This format is the best as it gives an opportunity to discuss on the
challenges and also achievements and all members are actively involved to take
part.

MANAGE MEETINGS 5
Invitation
What format did you use for your invitation and why did you choose this format?
In this kind of the meeting, I preferred using the invitation letter which I shared by
all the participants via their respective email addresses. This was done via goggle
invitation where the members could be able to see the time of the meeting, venue,
date and agenda of the meeting. It also had an option of the confirmation that you
have received the invite and if interested, you just confirm. This kind of invitation
helps the sender to know if all the people invited will attend through their
confirmation at the email. It also plays a big role in popping on the email of all
people reminding them on the upcoming meeting which increases the attendance.

MANAGE MEETINGS 6
Meeting papers
Describe the meeting papers you were required to prepare and the distribution
method you used to provide those papers to participants. Why did you choose the
distribution method that you used?
In the meeting I was supposed to send all the members expected to attend the
meeting documents like agenda, minutes of the previous meeting and code of
conduct or ethic. All these papers were distributed via the email and also copies
were present during the start of the meeting to be issued to the attendees who had
not printed their documents earlier shared by them via email. This method was ideal
as I could save on the cost of the printing as some of the attendees could come with
their documents printed and now only those few who didn’t print will be printed for.
Delegation
Describe your approach to delegating activities and managing the completion of
those tasks. Were all activities completed by the person to whom you delegated the
task to and on time? Did you achieve the goals of your action plan?
The activities of the meeting were delegated to the chairperson of the meeting. This
was started by choosing the right and perfect person to handle this assignment. The
chairperson was explained why the duties has been delegated to her, all instructions
were given to her, a training was conducted on what she is expected to do and all
the required materials and resources were given to her to conduct the meeting. On
top of it all, she was given the authority over the meeting. All the activities were
completed on time with only the available and provided materials and resources.