Reference no: EM133797073

Manage meetings

Short Answer Questions

Question 1:
Provided below are four common terms used when managing meetings. Briefly describe each using your own words.
Meeting Term
Notice      
Agenda      
Minutes      

Question 2:
Briefly explain the following concepts that are integral to the structure of virtual and face to face meetings.
Virtual Meeting

Choosing appropriate technology      
Set ground rules      
Communicate with using virtual reality      

Question 3
Answer the following questions regarding arrangements for the meeting

Restricting discussion to agenda items      
Speak in turn      
Standing orders      

Identify three consideration when arranging the venue

Identify two consideration for arranging pre-meeting documentation

Question 4
Identify the four items that are integral in a meeting agenda. Briefly explain the importance of each in managing meetings. T

Question 5
Explain each item for chairperson's responsibilities in conducting meetings

Chairperson's Responsibilities

Set the Agenda      
b. Lead the meeting      
Maintain order      
Ensure fairness and equality      

Question 6
Using your own words, answer the following questions about group dynamics and its role in managing meetings.

Define group dynamics in your own words.

Explain the positive way group dynamics can affect the management of a meeting. Book Our Assignment Help Service Now!

Explain negative way group dynamics can affect the management of a meeting.

Question 7
Complete each table below.
Identify the benefit of face to face and virtual meetings in relation to the categories listed below.

Face to Face Meeting

Reading body language      
Resolving disputes      
Retaining attention      

Practical Assessment

Workplace Project Assessment

Task 1: Establish and Verify Meeting Requirements
Task 2: Develop and Distribute Meeting Agendas
Task 3: Conduct Meetings
Task 4: Meeting Follow Up Actions
This project requires you to complete the assessment tasks in a real workplace, or in an environment with conditions similar to that of a workplace in this industry.

Task 1: Establish and Verify Meeting Requirements
This task will require you to establish and verify meeting requirements with relevant stakeholder for at least one physical meeting and at least one virtual meeting.

To complete this task, you must:
Obtain information that you need to establish and verify meeting requirements for at least one physical meeting and at least one virtual meeting.
This will require you to access and research information relevant to meeting requirements, including:
Federal and/or state/territory legislation, regulation, or best practice related to conducting business meetings
Organisational policies and procedures for managing meetings
Ethical requirements in line with managing and conducting meetings
Establish and confirm information for each meeting with relevant individuals
These refer to individuals or groups who are directly involved with the meeting to be conducted.
Meeting requirements, which must include:
Purpose of the meeting
Structure of the meeting
Type of meeting to conducted
This can either be face to face or virtual meeting
Outcome of meeting
Participants of meeting
This refers to essential conditions that must be arranged based on the type and purpose of the meeting to be conducted
Organisational requirements based on relevant policies and procedures, which must include requirements for:
Recording meeting minutes
Chairing meetings
Completing meeting minutes
Legal and ethical requirements for conducting meetings

Task 2: Develop and Distribute Meeting Agendas

This task will require you to develop and distribute meeting agendas to confirm participation of required individuals in the meetings.
Business meetings to be conducted must correspond to meetings identified in Workplace Project Task 1.
Use your workplace/organisation's template to complete this task or use the Meeting Agenda template provided at the Bounce Fitness site.
To complete this task, you must:
Review the information identified in Workplace Project Task 1:
Correspondence with individuals
Meeting requirements identified in Meeting Preparation Checklists
Develop a meeting agenda for each meeting to be conducted, with each including the following information:
Date, time and venue of meeting
Participants to attend the meeting
Objectives of the meeting
Purpose of the meeting
Agenda items for the meetings
Confirm Meeting Papers to be distributed to participants
This can be organisational policies and procedures for meetings, reports, data
Invite at least two meeting participants for each meeting including the agenda and relevant meeting papers
This refers to meeting papers and participants identified in Workplace Project Task 1, Participants can be board members, supervisors, suppliers, clients, staff
Review Workplace Project Task 2 - Assessor's Checklist before starting this task.
This form outlines the following:
Resources you are required to access to complete the task.
All criteria your submission must address to satisfactorily complete this task.
You assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.
Review the template you will use to complete this task. If you are using a template from your workplace/organisation, discuss with your assessor to ensure that the template covers all requirements that apply to this task. Otherwise, use the Meeting Agenda template provided at the Bounce Fitness site.
Submit the following:
At least two completed Meeting Agendas
Meeting Papers for each meeting to be conducted
Include any supplementary documents/sources used to create each document, such as business plans and progress reports.
You must also submit evidence that you distributed the Meeting Agenda and required meeting papers to participants inviting and confirming their attendance.
Evidence can include:
Email correspondence
Video recording of distribution
Calendar invite /confirmation

Task 3: Conduct the Meetings
Specifically, you will chair two meetings according to organisational requirements, agreed conventions for types of meeting and legal and ethical requirements. This must correspond to business meetings identified in Workplace Project Task 1 and Workplace Project Task 2.

To complete this task, you must:
Brief the minute-taker on methods for completing meeting minutes as specified in the policies and procedures outlined in Workplace Project Task 1.
This must be done before conducting each meeting.
To complete this task will be assessed on your practical skills to:
Chair the two meetings with the participants you invited from Workplace Project Task 2. During each meeting you must:
Promote participation
Promotes discussion
Facilitates problem solving
Provides resolution
Use appropriate style, tone, vocabulary for audience, context and purpose
Asks questions and listens to responses to clarify understanding
Implement organisational, legal and ethical requirements identified from:
Meeting Preparation Checklists in Workplace Project Task 1
Policies and Procedures for Meetings from Workplace Project Task 1.
Discuss the timeframe details for the following:
Providing meeting minutes
Providing outcomes of meetings
Follow-up documentation

Task 4: Meeting Follow Up Actions

This task will require you to complete meeting follow up actions according to required timeframes and organisational policies and procedures, including:
Reviewing meeting minutes for accuracy and correctness
Reporting meeting outcomes
Distribution and storage of meeting documents

To complete this task, you must:
Proofread each meeting minutes completed from Workplace Project Task 3 to check for accuracy against organisational procedures
This must be reviewed and rectified for the following:
Accuracy of information recorded in the Meeting Minutes to information discussed during meeting conducted in Workplace Project Task 3.
Use of appropriate structure, spelling, grammar and punctuation.
Report meeting outcomes and distribute final meeting minute copies to participants of meeting
Store meeting documentation based on organisational requirements

Review Workplace Project Task 4 - Assessor's Checklist before starting this task. This form outlines the following:
Resources you are required to access to complete the task.
All criteria your submission must address to satisfactorily complete this task.
Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.