Meeting: Purpose, Format, Requirements, and Communication Techniques

Running head: MEETING 1
MEETING
STUDENTS NAME:
12/1/2018

Running head: MEETING 2
ASSESSMENT 1 – WRITTEN ASSESSMENT
Student Name: ______________________________________________________________
Student ID No:
______________________________________________________________
Questions
1. List 5 reasons why a company might need to hold a meeting.
 To provides information.
 Strategic planning.
 To provide employees an opportunity to give feedback.
 To give positive or negative news associated with work.
 To launch a new project (Lauby, 2015).
2. What is a Formal meeting?
Formal meetings are held to exchange information, solve issues, to
set goals and take decisions for a department. In such kind of
meeting every employee is invited to participate.
3.
What is an Informal meeting?
These are unorganised meetings that have no restrictions for
participation and they target to solve problems, exchange
information, make decisions or set goals for a department or
section.
4.
List 5 meeting requirements?
 Fixed purpose
 Requirements of the participants
 Planned meeting structure
 Notepad/laptop/I pad
 Equipment’s such as video projectors

Running head: MEETING 3
5. In your own words, explain the following terms:
5.1. Chairperson The person who is given the responsibility and power
conduct a meeting, preserve order and ensure that all
members are provided the opportunity to express themselves
liberally.
5.2. Secretary The Person who is in charge of administration and paperwork
is the secretary
5.3. Treasurer The person who is in charge of finance and financial
reporting is called the treasurer
5.4. Abstention To Refrain from voting either or against an issue although
qualified for voting.
5.5. Adjournment The chairperson has the power along with consent of
members to adjourn a
Meeting in order to postpone further discussion due to
shortage of time.
5.6. Agenda Agenda is a list of business items that are to be discussed at a
meeting.
5.7. Motion
It is a formal proposal made by a member to that are to be
discussed and voted on
At a meeting.
5.8. Casting vote
It is a second vote that can be granted by the chairman in
events when equal numbers of votes are casted in each side
of the argument.
5.9. Proxy A person who is appointed to act in place of another (Jain,
2018).

Running head: MEETING 4
5.10. Tabled Issue is up for dialogue or authorization.
5.11. Quorum Minimum number of people required to be present for a
meeting to proceed.
5.12. General
Business
It is a regular and formal meeting that can be conducted by
any authorised member and might include both voting and
non-voting members. In such meeting the agenda is created
by the committee of the meeting. The voting paper in such
meeting must contain each motion being discussed and the
person proposing it .
5.13. Standing
orders
The Rules of Debate, the Agenda concerned with the conduct
of the meeting are referred to as Standing Orders.
5.14. Constitution Fundamental and fixed set of rules, for the governing the
functioning of an
Institution is called a constitution. It is mostly in written
documented from (BuisnessDictionary, 2018).
6. Explain the role of the minute taker.
 Prepares agenda
 Makes record of meeting happenings
 Writes event in form of minutes
 Knows the voting process.
7. a) What modifications or allowances would you need to make for a meeting
with a culturally diverse audience?
 Arrange for a translator
 Provide liberty to ask quarries at any time
 Provide liberty in timing if a person is travelling to attend the meeting
 Friendly negotiation
b) Describe three appropriate communication techniques you can use for the
diverse audience.
 Use different easier words to elaborate the same idea
 Speak clearly and slowly