Reference no: EM132221065

Assignment

Activity 1A

In approximately 250 words, describe two factors that need to be considered when developing an agenda for a meeting.

Activity 1B

Provide three examples of different types of meetings. Briefly describe each one.

Activity 1C

1. How could you go about identifying participants for an upcoming meeting within your place of work? Provide at least three examples of actions you could take.

2. Highlight two different pieces of information that should be shared with someone who is attending a forthcoming meeting?

Activity 1D

Who within your organisation is it important to confirm meeting arrangements with? Describe the various people and the reasons why you need to communicate with them (roughly 500 words).

Activity 1E

Think about an upcoming meeting within your workplace; what meeting papers would you need to despatch to participants and how long in advance would they need to be sent?

Activity 2A

1. Describe at least two ground rules that you could inform participants of at the start of a meeting.

2. List five things that the Australian Human Rights Commission Act 1986 makes it unlawful to discriminate because of.

Activity 2B

1. Provide three examples of responsibilities of a chairperson to ensure a meeting remains focused.

2. What should you do when leading a meeting to ensure it remains time efficient? Provide two examples.

Activity 2C

1. Provide four examples of positive and professional actions or character traits that could facilitate the participation of attendees in a meeting.

2. Describe (in no more than 250 words) how meetings could be used to as a problem-solving method.

Activity 2D

1. When briefing a minute-taker before a meeting within your place of work, what information would you provide them with in terms of what they need to include? List a minimum of five details that need to be included.

2. How can you ensure that the minute-taker includes all relevant information? Provide two examples of advice that you could give them.

Activity 3A

Within a workplace environment, read through transcribed meeting notes following a meeting that you were recently involved in. Check the notes to ensure they are accurate and make amendments where necessary.

Activity 3B

1. What are the key reasons for distributing minutes following a business meeting?

2. Describe (no more than 200 words) the procedures for storing minutes and other follow-up documents within your organisation.

Activity 3C

Following a meeting that has taken place within your workplace, report the key outcomes to key figures within the organisation.

Summative Assessments

Section A: Skills Activity

Answer the activity in as much detail as possible, considering your organisational requirements.

1. Identify and read legislation and organisational policies and procedures that describe how meetings should be carried out. In about 500 words, describe the laws and policies that you must abide by when preparing for and conducting a meeting.

2. Carefully read through transcribed meeting notes produced by the minute-taker following a meeting. Compare the transcribed notes with the original minutes and highlight any aspects that you feel are inaccurate.

3. Within a workplace environment, prepare an agenda for an upcoming meeting that you will be chairing. This should include the following:

Meeting purpose

Intended participants

Supporting texts that participants need to read.

4. Within your workplace or organisation, conduct a meeting that demonstrates the following:

Participating in verbal exchanges using appropriate style, tone and vocabulary for audience, context and purpose

Listening for specific information

Asking questions and listening to answers.

5. In no more than 200 words, describe the numerical information that you must take into account in relation to timeframes and budgets when preparing and conducting meetings.

6. In roughly 400 words, explain how explicit and implicit organisational procedures and protocols and legislative/regulatory requirements impact on your actions when preparing for and leading a meeting.

7. Based on an upcoming meeting within the workplace, choose the appropriate form, channel and mode of communication based on the meeting purpose and your role. Within the meeting, play an active role in facilitating group interactions.

8. During the preparation phase for a forthcoming meeting, demonstrate how you have produced plans with logically sequenced steps, reflecting an awareness of time constraints.

Section B: Knowledge Activity (Q & A)

Answer each question in as much detail as possible, considering your organisational requirements for each one.

1. Define the following meeting terms:

Agenda

Apologies

Chairperson

Proposal

Quorum.

2. List four examples of responsibilities of the chairperson in relation to managing meetings.

3. Provide two examples of meeting types or formats that they may take place in.

4. Where can you locate organisational procedures and policies regarding meetings? What format should be used to complete minutes?

Section C: Performance Activity

Answer the activity in as much detail as possible, considering your organisational requirements.

1. Within your workplace or organisation, prepare for and conduct both a formal and informal meeting. You should complete all of the various tasks involved in running a successful meeting. This may include:

Developing and distributing agendas and papers

Identifying and inviting meeting participants

Organising and confirming meeting arrangements

Running the meeting and following up.

2. Following the meetings that have taken place, record and store meeting documentation according to organisational policies and procedures.