Communication with Influence: Meeting Strategies and Execution

This report comprehensively examines the essential elements of effective meetings, including pre-meeting preparation, clear objectives, structured agendas, and logistical arrangements. It details the roles and responsibilities of key participants such as the chairperson (as a facilitator) and the minute taker, emphasizing the importance of accurate record-keeping and timely distribution of minutes. The report also explores various meeting types, focusing on decision-making meetings and their benefits, and outlines the process for agenda development, participant selection, and topic coverage. Furthermore, it distinguishes between informal and formal meetings, providing a draft agenda for formal meetings and highlighting essential documents for distribution. The conclusion underscores the importance of these elements in ensuring productive and well-managed meetings, emphasizing the use of cloud-based systems for secure and accessible storage of meeting minutes. Desklib provides solved assignments and resources for students.

COMMUNICATION WITH
INFLUENCE

Table of Contents
INTRODUCTION...........................................................................................................................3
PART A...........................................................................................................................................3
Question 1....................................................................................................................................3
Question 2....................................................................................................................................3
Question 3....................................................................................................................................4
Question 4....................................................................................................................................4
PART B...........................................................................................................................................4
Question 1....................................................................................................................................4
Question 2....................................................................................................................................5
Question 3....................................................................................................................................5
Question 4....................................................................................................................................5
Question 5....................................................................................................................................6
Question 6....................................................................................................................................6
Question 7....................................................................................................................................6
Question 8....................................................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................1

INTRODUCTION
Meeting is an event where people can come together to talk about the problem, content, or it
should be any plan. There are two or more people can meet to take decisions, there they
exchange the information in pre decided manner, discuss the issues, solve problems etc. This
report is discussed the essential elements of the meeting, roles and responsibilities of chairperson
as a minute taker or a facilitator, in what manner the documents and minutes distributed and how
to store these minutes. Likewise, it also contains types, objectives, agenda, who attend the
meeting, topic covered in the meeting, formal draft agenda and how the documents distributed to
the participants.
PART A
Question 1.
The essential elements of a meeting is it needs to prepare before meeting are clarified the
purpose and aim of meeting because the aim of the meeting should be at the top of agenda, create
an agenda structure by that people may guides and assist, schedule meeting which include who
may attend the meeting or the time or place, post & sent out agenda includes the topic of meeting
should be sent to the participants should prepare, flow of information with regard to meeting in
advance, make all the room arrangements includes all the participants that can clearly see or hear
each other, arrange recorder for manage meeting properly includes notes on paper, laptops
(Cashner, 2017). These elements may vary for different departments with the different places.
Question 2
(a) Facilitator
Facilitator is a person who suggest a group or people to work together, they help to
achieve the common objectives & plan how to attain the objectives while attending the meeting.
The roles and responsibilities of a chairperson as a facilitator is to provide leadership. To ensure
the functions of committee are planned effectively. To ensure that the policies and procedures
are effectively working or not. The focus is more on managing and supervising the senior staff.
(b) Minute taker
Minute taker is the attendee at the meeting whose role is to maintain the minutes of the
particular meeting (Will, 2017). They must took an accurate record of which type of activities

discussed in the meeting. They must copy & distribute the notes to those members present during
the meeting.
Question 3
Minutes are convenient tool for business there they keep written records of what took place
while the meeting are not attended by the people (Barros, 2020). They are useful for set down the
action items or next step while conducting the meeting, sending the physical copy of the meeting
minutes should take place in the mail. Mails should send to each of the attendee through the
cloud based system. They can make all the important arrangements by which supply participants
gets a copy of the agenda or other documents are there which include the agenda, notice of the
meeting should be provided, chairperson reports, committee reports, financial reports, minutes of
previous meeting and any paper, proposals, reports which is hand over throughout the meeting.
Question 4
The best technique to store is cloud based system by which the information is available both
managers & the board members, making the documents relevant to all other parties (Prange,
2021). To store these minutes are often difficult or it may be misplaced because the turnover of
board members, managers and management are quite common. Keep minutes on a centralized
system by which it allows to access them 24/7, board member and managers solves the issue of
misplacing the minutes. Some companies offer a storage service for this.
PART B
Question 1
Decision making meeting should be suggested here. The decision-making has the
responsibility to solve the problem cooperatively. By this, every member present in the
organization should feel that they are included in the work. New ideas, technologies are come
forward. The people working in the organization gets personal support. Decision making can
help the overall business. Decision making helps in making important decisions. There the best
solution may come out. There is no burden on individual by which come up with result and idea
of the problem or plan. There in the decision-making groups can work like gather the

information and share by which it helps in decision making. There the options may evaluate , the
preference should be ranked and voting can do for that.
Question 2
The meeting objective is a simple statement that defines the desired result of the meeting.
 To implement the fire evacuation plan and procedure.
 To facilitate the facilities where the fire evacuation system is there.
 To adapt impulsive plans according to their conditions.
 To identify the fire danger procedures.
Question 3
Process for development of agenda is as follows:-
 To direct a meeting ,first identify the content & make sure the aim of the meeting is
clear-cut.
 Keep the associates busy during the meeting and call for their input signals so the new
ideas may generate.
 There all the covered topic and subject matter should be collected for each of the agenda
topic.
 Every project finished during a meeting should have an aim.
 Figuring the amount of time consume on each topic.
 There the figure of topics should be discussed, so there identify the one individual who
leads the subject matter.
 At end of the meeting reviews can take by which contestant better understand what
conclusion they successfully made and what content discussed here, so that they can
proceed the advance step.
Question 4
To conduct the meeting marketing and finance manager should attend the meeting. Finance
manager are considered here because they are responsible for all the financial arrangements. As
there the financial helps the management to take financial decisions. Their the manager will
advise the most suitable way to finance the plan. Marketing manager are considered here because

he builds the awareness of the product and set the procedures to execute the strategies for the
plan. Marketing manager provides piece of work is highly cooperative. They help to utilize the
scheme or activities which are conducted through marketing roadmap.
Question 5
In general, these areas to be covered in an agenda:-
 Logistics should be there which include sate, time, place of meeting, title and list of all
the attendees who are invited in the meeting (Gam, 2021).
 Objective include the purpose of the meeting and any information which is used in the
meeting.
 List of agenda topics should be there, some questions or tasks is their to support the topic.
 Take feedback from the team or participants and consider their topic of suggestion in
meeting.
 Recall the decisions and the next step should be taken.
Question 6
To set up fire evacuation plan and procedure, an informal meeting should be conducted
with the manager. There he chooses a location and time to discuss the plan. Notify the employees
about the informal meeting. There brief about the plan should be discus and explain why the plan
is necessary. Permit them sometime by which they understand the plan by which the response
come out should be positive. Describe the positive points to set up points.
Question 7
Formal meetings precede a standard appearance. Ahead the formal meeting, the agenda
should be circulated for all people who are invited in the meeting are coming together, Because
of the nature of covered topic the contestant may want to do investigation on the subject matter
before conducting the meeting. Here, a draft agenda of formal meeting -
 Give a short summary of what the meeting will cover by which objective of the meeting
should be clear.
 Debar confusing agenda items, make the purpose of communication clear. Adding
supportive list of topics is an outstanding way to it.

 Explain the expectations and duty in advanced and permit them sometime to set up rather
than putting them on a place during the meeting.
 Consider the timing which would take to innovate a topic, response the questions,
evaluate possible solutions and accept on follow-up activity, by which the figuring
amount for each topic is better-known.
 Acquire feedback from the team by which their idea should be find out.
Question 8
The essential documents for a meeting are agenda of meeting, attending sheet, wordbook of
terms and descriptor, previous meeting minutes, notes of present meeting and presentation
documents (Godfrey, 2019). The documents which should be distributed to participants are
distributed the minutes, ensure the minutes that are producing in the meeting should be
distributed to every participants considering the guest.
CONCLUSION
From the above report it is concluded that, there are some essential documents that need to
prepare before the meeting, clarify the purpose, create an agenda, information regarding the
meeting, room arrangements and recorder to manage the meeting. Meeting is a convenient tool
by which the business keep written records. Their all the minutes conducted in a meeting can be
stored in a cloud based system. There this meeting should conduct on decision-making purpose
meeting. The process of development is there, to direct a meeting first identify the content and
make sure the aim is clear to the end reviews can be taken. All the minutes should be distributed
to all attendees.

REFERENCES
Books and journals
Allen, J.A. and Prange, K., 2021. Another meeting just might do it!: Enhancing volunteer engagement
using effective meetings. Human Service Organizations: Management, Leadership &
Governance. 45(1). pp.49-65.
Barros, V. and Sarmento, J.M., 2020. Board meeting attendance and corporate tax avoidance: Evidence
from the UK. Business Perspectives and Research. 8(1). pp.51-66.
Cashner, M.F., 2017. 2015 Meeting Minutes. In Southeastern Fishes Council Proceedings (Vol. 1. No. 56.
p. 3).
Gam, Y.K., and et.al., 2021. Evasive shareholder meetings and corporate fraud. Journal of Corporate
Finance. 66 p.101807.
Godfrey, C.M., 2019. A New Standard for Corporate Minutes. GPSolo. 26. p.10.
Will, M., 2017. ALPO Board Meeting Minutes, August 27, 2017, Athens, Georgia. Journal of the
Association of Lunar and Planetary Observers, the Strolling Astronomer. 60(1). pp.25-33.
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