Types of Meetings Assignment

ASSESSMENT 1
pooja dubey
[Email address]

Meeting
1. Types of Meeting
Meetings for Status Updates: The purpose is o understand the project status and progress and
to allocate responsibilities to the workforce. These meetings comprise of the set of
discussions and activities that are carried out for resolution of project related conflicts and
problems along with setting up of the priorities for the tasks. These meetings usually take
place in the presence of the Project Manager or the Project Leader.
Meetings for Decision-Making Activities: The purpose is to take inputs from all the team
members for efficient decision making. There are various activities that are carried out in
these meetings, such as brainstorming, group discussions, evaluation, ranking and voting. The
final decisions are taken through numerous measures like ranking, scoring, voting and
likewise. The various resources that attend the meeting perform the roles of observer,
participant, leader, note-taker and administrator.
Innovation Meetings: The purpose is to introduce new and innovative ideas and concepts.
These meetings usually take place during the initiation phase of the project. These are carried
out to bring in new and innovative ideas and concepts. These meetings are carried out in the
presence of the leader and the meeting notes are also prepared for further analysis.
2 Codes of practice
Code of practice is a set of standards and guidelines prepared for the members of a particular
organization to ensure that ethical compliance and adherence is maintained. The primary
purpose of this code is to support economic, political and social aspects of the business entity
and industry along with the protection of customer rights in order to generate equal
employment opportunities for all. The codes of practice for meetings include the following.
Before Meeting:
 The participants shall have the prior information regarding the meeting schedule.
 The venue of the meeting shall have safety measures incorporated in it.
 In case of absence of the meeting chairperson, an alternate chairperson shall be
selected before the execution of the meeting.
 The participants must be provided with the meeting agenda before the meeting is
carried out.
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Meeting
 All the participants that may be unable to attend the meeting shall inform about their
absence in advance along with a proper reason of absence.
 In case of any cancellations, the participants shall be updated one week in advance for
the regular meetings and 24 hours in advance for urgent meetings.
 The modifications in the meeting agenda shall be circulated in advance in the form of
an addendum.
 The participant must being all the referencing documents if a particular evidence or
information is to be presented by the participant during the meeting.
At the time of Meeting:
 All the attendees shall be provided with the freedom of speech and it must be
respected for one and all.
 The code shall be followed by all the meeting attendees.
 The chairperson must ensure that the meeting is carried out adhering to the legal
norms and policies.
 The participants must maintain the decorum and the questions that are raised must not
hurt the sentiments of any of the participant present during the meeting (Pinsent
Masons LLP, 2015).
Post Meeting:
 The meeting notes shall be prepared covering the accurate details of all the
discussions.
 The sharing of confidential information and details associated with the meeting shall
be sent as an attachment in the email.
There are a few procedures that have been prepared in order to make sure that the above
codes of practice are realized.
 The participants must be provided with a formal invitation for the meeting and the key
discussion points must be clearly stated in the invitation.
 Invitation shall be sent and circulated seven days in advance and there shall also be
reminders and alerts that must be sent out.
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Meeting
 The facilitator of the meeting must arrange for the minute taker for the meeting who
shall be provided with the responsibility to note the key points of the meeting.
 The minutes of meeting shall be sent out to all the participants after the completion of
the meeting.
3 Public Meetings
There are a few legislative requirements that must be met for the public meetings.
Before Meeting - Rules for Notice:
 There must be a notice that must be circulated for all the participants of the meeting
informing them about the time and venue of the meeting along with the agenda of the
meeting.
 The details regarding the meeting shall be circulated through press releases or with
the aid of emails to the media and community organizations.
 The notice must be circulated to the public for more than 24 hours and the emergency
meetings must be cancelled in less than 24 hours (ORS, 2017).
During Meeting - Meeting Standards
 Meeting standards for a particular country shall be explored and the meeting agenda
must be set up accordingly.
 Legal requirements and norms must also be met on the basis of the specific legal
policies and rules.
After Meeting - Minutes of the Meeting
 The minutes of the meeting shall include the information, such as meeting schedule,
venue of the meeting, number of members that will be attending the meeting, purpose
of the meeting and agenda of the meeting.
 The minutes of the meeting must be sent to all the team members within 7 days of the
meeting. In case of the urgent meetings, the minutes must be circulated within 72
hours and for the voting it must be in less than 42 hours (FOIC, 2008).
4 Legislations & Other Meeting Requirements
The following legislations can have an impact on the meetings.
Health and Safety Requirements:
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