Meeting Facilitation and Effectiveness

This assignment requires an analysis of a specific meeting, emphasizing its success and areas for improvement. Students must evaluate the meeting's effectiveness in resolving conflicts, keeping accurate records (minutes), and achieving its objectives. The analysis should include lessons learned, recommendations for process improvements, and specific actions to enhance future meetings.

SCENARIO

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
Question 1: 4 Ways that could publicise the meeting and communicate details of the meeting
to participants and other stakeholders....................................................................................3
Question 2: Meeting members................................................................................................4
Question 3 (a): Agenda that includes objectives....................................................................4
Question 3 (b): Strategies to ensure that agenda can be fulfilled. .........................................5
Question 4: legal requirements and written correspondence protocols..................................5
Question 5: Strategies to encourage the members to participate in the meeting....................5
Question 6: How to ensure that Relevant issues are covered in the meeting.........................6
Question 7: Table...................................................................................................................6
REFERENCES................................................................................................................................8

INTRODUCTION
Present case is all about John Balagee who is 16 years old boy. He is very open to the
world and being evolved in several activities. As he belongs to aboriginal family, then also he
has been given several initiatives in order to enhance his skills and abilities. He used to play
football at development squad in order to increase their physical capabilities. He is very good in
studies and able to have good score. Other than that, he also does part time job in fast food
organization. The biggest problem which have arisen in his life is entry of Max to his house.
Max is very bad man and does not have any skills and quality. He has as record for truancy, shop
lifting, petrol sniffing, under-age intoxication, violence and verbally abusing police. It has been
six months, Max has been living with the John family. In the time of evening Max used to dis-
appears to do hang out with older boys in the area. He often returns home early in the morning
intoxicated with alcohol or in the company of local police. The biggest problem is that Max does
not respect John and call him as a loser. This behaviour of Max is not tolerable by John. He have
left his job because Max have come to his office premises and tarted throwing chairs and tables
around. John has also stopped going to football because he’s been too tired from Max
antagonising him in the early mornings. John was the part of Solid Youth. One day he tells about
the his life and problems that are going in his life at Solid Youth. Now Solid Youth want to
organise a meeting where they can solve all the problems of John.
Main body
Question 1: 4 Ways that could publicise the meeting and communicate details of the meeting to
participants and other stakeholders
There are several ways by which Solid Youth can promote their meeting. it is very
important to communicate about the meeting so that people who are involved in it will have
awareness, that are as follows:
Social media: It is the most effective tool for communicating information or any data. It is
known that most of the people use different social media platforms such as Facebook, Instagram
etc. People are highly active in these sites (ATIONS COMMITTEE MINUTES 4th Meeting,
2016). Thus, Solid Youth can communicate about the meeting with the help of different social
media platform. It is the fastest means of communication in today's era. Twitter and Facebook
allow them to share the location when posting. This will help them promote the meeting locally.

Start Early: it is very important for the Solid Youth to plan the meeting in early time. This will
helps them to find the more information about the problems which need to be solved. Here, they
need to do some investigation before the meeting which is related to the Max and John. This will
helps them to keep all the perspective in the meeting and solve it (Campbell, 2016).
Blog: it is also another effective way by which Solid Youth can promote their meeting. They can
keep proper update on the their Blogs regarding the meeting so that people of their group come
and attend the meeting.
Personal calling: it is very effective tool in order to promote the meeting. This is because there
is personal interaction between the parties who are going to attend it. In this case, this method
will be more influencing (Chisholm, 2016).
Question 2: Meeting members
in order to arrange the meeting and make it successful, it is very important to select the
members who are going to solve the problem, here the biggest problems are happening with John
and between the Max. Parties who are going to attend the meeting are as follows:
 Max
 John
 Max Family
 Solid Youth members such as grievance manager, researcher who have collected
information and the key person who is going to take final decision.
 Police man
Question 3 (a): Agenda that includes objectives
it is very important to make agenda and objectives which helps them to serve guideline in
order to continue the meeting in fluent way, the objectives are as follows:
 To identify the problems faced by the members who are involved in the meeting (Lowry
and Willison, 2017)
 To analyses that why Max are doing these activities with John.
 To implement the different strategies by which Max can be away from truancy, shop
lifting, petrol sniffing, under-age intoxication, violence and verbally abusing police
 To find and execute the different strategies by which Max can again join their football
practices and Part time job (Overbay, 2016).

 To recommend the different strategies by which these practices of Max cannot be taken
place in future.
Question 3 (b): Strategies to ensure that agenda can be fulfilled.
Strategy 1: Be prepared: It is very important that all the members should be prepared with the
relevant information so that they can serve some facts and finding in order to solve the problem
Strategy 2: Be clear about responsibilities: All the members of the meeting should be clear that
what responsibilities he or she need to fulfil in order to solve the problem.
Strategy 3: Address important things first: priorities the activities, this will helps them to address
the problem fist which is more important to solve.
Question 4: legal requirements and written correspondence protocols
It is very important to record the meeting, this is because it will serve as the prof that
what have been taken in the meeting and no party can deny that what are their roles and
responsibilities after the meeting (Protess, and McCombs, 2016).
Minutes of meeting: It is most important protocol of the meeting where informal notes have
been prepared by the individual who are present in the meeting. It consist of all of the records
and transaction which have been taken place in the meeting
Agenda: it consists of all the activities which are going to take place in the meeting, it can be
said that agenda is the guideline which helps to priorities all the activities that can helps them to
find the solution of the issues.
Question 5: Strategies to encourage the members to participate in the meeting.
Proper communication: It is very part of the meeting whether in terms of agenda
communication, interaction etc. Other than all the members should actively take part in meeting
so that their problems can be hear and solved. Proper communication encourage them to have
proper participation.
Remove dominance nature: Dominance nature reduce moral and confidence of the members
who are being dominated and this will lead to reduce in participation. Thus, this factor should be
avoid (Zegura and Nahrstedt, 2017).
Maintain a positive tone: Be friendly and have good tone of speaking. This soft skill will helps
to increase in participation.

Question 6: How to ensure that Relevant issues are covered in the meeting
Preparation of agenda and objectives: It is very important to prepare the agenda of the
meeting and according to the agenda, objectives should be made. This will helps to priorities all
the activities so that all the issues can be covered
Move according to guidelines: As the agenda and objectives are made, priorities are done, the
meeting should pick all the objectives one by one so that every objectives can be fulfilled and
issues be considered
Proper communication: this is the key function of meeting. Meeting is arranged so that group
of people can come across and solve the problem. If it take in effective way then all the issues
will be covered (ATIONS COMMITTEE MINUTES 4th Meeting, 2016).
Question 7: Table
Aspects of facilitating a
meeting
Why is it important? How can it be carried out?
Resolving any conflict
between meeting participants
It is important that John can
live his life properly and can
continue his all the activities
It can be carried with the help
of meeting
Minute taking or record
keeping
It is important because it will
have proper record of the
meeting and no one can deny
for their roles and
responsibilities
It can be carried with the help
agenda and minutes of
meeting
Evaluation of the meeting
process:
What is successful?
What lessons were learnt?
How could processes be
improved?
In order to find that all the
problems are covered and
solved. Yes it was successful.
I have learned that meeting
can helps the group of person
to solve the problems.
Recommend that Max should
not carry those activities
again and John can continue
its activities.
It can be carried with the help
of analysing the solution and
monitoring the impact