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Managing Meetings

   

Added on  2020-12-18

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Manage Meetings

Table of ContentsINTRODUCTION ..........................................................................................................................5TASK 1 Open Book.........................................................................................................................5Question 1. What is meant by agenda for a meeting? How does it help to organize a meeting.5Question 2. What are the responsibilities of the chairperson in a meeting? ..............................6Question 3. Explain group dynamics in relation to managing meetings.....................................6Question 4. Describe options for face-to face meetings ............................................................7Question 5. Describe options for meetings adopting teleconferencing, web conferencing andusing webcams............................................................................................................................7Question 6. Define the following terms in relation to business meetings:..................................8Question 7. What is meant by style and structure of a meeting? ...............................................8Question 8. How do you ensure that the meetings held are legal?.............................................9Question 9. Make a list of at least five items to be considered when arranging a meeting........9Question 10. Organisational procedures and policies regarding meetings, chairing andminutes. formats for minutes and agendas ?.............................................................................10TASK 2 Practical – Prepare a presentation....................................................................................13Question1 Develop an agenda for a meeting relevant to the given scenario............................13Question 2 Explain how the agenda provides an appropriate style and structure for themeeting in the scenario..............................................................................................................14Question 3 Invitations to attend the meeting in accordance with the organizational procedures ...................................................................................................................................................15Question 4 Explain the arrangements required for conducting the meeting in the scenario. ...15Question 5 Ensure meeting facilitation enables participation, discussion, problem-solving andresolution of issues?..................................................................................................................16Question 6 Ensue that the meeting is focussed, time efficient and achieve required outcomes?...................................................................................................................................................16Question 7 What are the legal and ethical requirements for conducting the meeting in thescenario? ...................................................................................................................................16Question 8 What method of recording meeting notes is followed in the meeting in thescenario?....................................................................................................................................17

Question 9 Plan despatching meeting papers to participants within designated timelines forthe meeting................................................................................................................................17Question 10 Procedure that you would follow when you are planning and organising aninformal meeting with a supplier to negotiate the terms and conditions of a contract?............18TASK 3 Practical –Conduct a meeting..........................................................................................19Question 1 Chair meetings in accordance with organisational requirements, agreedconventions for type of meeting and legal and ethical requirements........................................19Question 2 Conduct meetings to ensure they are focused, time efficient and achieve therequired outcomes ....................................................................................................................19Question 3 Ensure meeting facilitation enables participation, discussion, problem-solving andresolution of issues....................................................................................................................19Question 4 Brief minute-taker on method for recording meeting notes in accordance withorganisational requirements and conventions for type of meeting...........................................20TASK 4 Practical – Review the presentation................................................................................20Question1. Meeting notes in Task 3 to reflect the true and accurate record of the meeting.....20Question2. Minutes of the meeting in Task 3. Email to distribute the minutes maintainingtimelines....................................................................................................................................21Question3. Report the outcomes of the meeting to the CEO....................................................23CONCLUSION..............................................................................................................................23REFRENCES.................................................................................................................................24.........................................................................................................................................................1

INTRODUCTION Meeting is simply gathering of two or more than that people who gathered on particularplace with single motive. In this main verbal communication or interaction take place for sharinginformation or reaching the agreement (Dalton, 2017). Apart from this, meeting take place faceto face as well as virtually, as mediated through communication technology like Skypeconferences call, telephone, videoconferences and so on. Meeting is of two types i.e., formal andinformal out of this formal meeting held on defined time period, place as well as usually forcertain period to follow an agreed upon agenda. On the other hand, informal meetings held as perthe decisions of the person who will gather for any discussions. This assignment is divided intofour tasks, out of these first is going to explain agenda of meeting and responsibility ofchairperson while conducting meeting through different communication sources. Along withthis, several other terms related to business meeting as well as policies and procedures regardingmeeting. Second task, will design agenda for meeting as well as appropriate style and structurefor it. Third task is totally based on the practical conducting meeting and fourth is related to thereviews of meeting. TASK 1 Open BookQuestion 1. What is meant by agenda for a meeting? How does it help to organize a meetingAgenda of meeting is simply a document which is given to each and every attendeebefore starting of meeting because in it information is mention related to topics will be discussed(Snow,2013). It involves list of matters which will going to be discussed within gathering. Insimple term it can be said that, agenda of meeting is a timetable in which topic related todiscussion and things what to do are mentioned. Apart from this, an agenda is meeting programframed or designed for allowing relevant topics to be dealt with in appropriate order and timing.There are several things which must be included while preparing agenda such as:- Location and date of meetingStarting and ending timeAttendees which includes chairperson and note taker alsotopic, time allocated to each topic and name of the persons who will lead discussion.It will help in organising meeting because all the information are is mentioned in it andagenda act like an guide for discussion that will take placein meeting (Da Silva,Kernaghan and

Luque, 2012). Along with this, it will give checklist for ensuring that all the topics are discussedturn wise of each and every attendeesattendee. Question 2. What are the responsibilities of the chairperson in a meeting? There are several role performed by chairperson in conducting meeting some of them areas follows :- Take overall charge of the proceedings – when the convenor one set agenda of meetingit is responsibility of chairperson to check it and see that objective are fulfilling or not. State the purpose – At the time of starting meeting chairperson must have to state thepurpose as well as again introduce new things included in the agenda (Andlauer and et.al, 2016). Motive behind this is to make clear the purpose of conducting meeting. Arrange for proper recording – It is responsibility of Chairperson that he/she have torecord the entire proceeding of meeting. This must be make sure by the chairperson at thetime of ongoing meeting. After the meeting - The chairperson must have to see that on the time follow-up steps oractions should be taken for fulfilling the arise obligations from the decisions taken.He/she must get the minutes written as well as checked.Question 3. Explain group dynamics in relation to managing meetings.Group dynamics is the psychological procedure and system of behaviour that occurwithin social group. This study helps in understanding decision making behaviour, creatingefficiency, new ideas and technologies. It is core of understanding sexism, racism and otherforms of social groups. Group dynamics is important in managing meeting within organisation.There are various roles which are played by group dynamics in conducting meetings such asmaintenance, task, hindering (Lack, 2013). As people behave different in groups than they doindividuals. When people performing in group then it should various responsibilities that isrequired in conducting meeting. While meeting is going on, every member participating in itshould listen to manager who is speaking. As group dynamics should maintain the properenvironment of meeting for effective outcome. For example, group dynamic should play taskrole in meeting where they can move along with initiator, opinion seeker, clarifier for gettingoutcome of conducted meeting.

Question 4. Describe options for face-to face meetings Face to face meeting is the concept in linguistics, communication studies, sociology andmedia which describes interaction of the people participating in meeting without mediatingtechnology (Strasser, 2012). It is also defined as mutual influence of people having directphysical presence of body language. At some point it is not possible for everyone to attend faceto face meeting by gathering on a particular place. In this situation other options of face to facemeeting utilise explanation of these are as follows :- Video Conferencing- It is the technology that allow people of different locations toconduct face to face meetings without moving to single location together. It is useful for businessusers of different cities or countries.Web Conferencing- It is type of online service through which business can hold livemeetings, presentations, training and conferencing with help of internet on connections(Depression, 2018). It can be connected through telephone or using computer's microphone orspeakers.Question 5. Describe options for meetings adopting teleconferencing, web conferencing andusing webcams.The different options of meetings adopting for teleconferencing, web conferencing andusing webcams can be following: Skype- It is web based communication application which offers international calls,texting and video chat through help of web. It is considered as best VoIP platform in world forconducting meeting in organisation. It includes group video, instant messaging, group chat,collaboration tools such as document sharing and image.Click Meeting- It is browser based web conferencing application which offers tools formaking online meeting and webinars effective (Walton, 2013). It helps in connecting peopleregardless of location, operating system and time zone. High Five- It is video conferencing application which provide versatile tools in order todo online conferencing and meeting more effective. It helps in removing performance issues andstreamlines where online meeting and calls are conducted.Question 6. Define the following terms in relation to business meetings:There are several terms which play important role in business meeting explanation ofthese are as follows:-

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