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Organise Meetings (Answers)

Types of meetings that commonly occur in workplaces include project team meetings, committee meetings, internal staff meetings, regular departmental meetings, board of director meetings, and annual general meetings. Formal meetings are pre-planned with set topics, objectives, and notices, while informal meetings have less structure and planning. Legal requirements for meetings include proper notice and meeting quorums, while ethical requirements include starting and ending on time and assigning responsibilities. Meeting organization factors to consider include the situation, organizational context, attendees, objectives, and the organizer's role. Documentation for formal meetings should include attendee names, previous minutes, discussion details, motions, action items, and next meeting details.

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100% found this document useful (1 vote)

491 views16 pages

Organise Meetings (Answers)

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Flauros Ryu Jabien

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Task 1: Written Questions

Types of Meetings that may occur in workplace:

1. Project team meetings This can be formed for all manner of reasons. For
Example in a large organisation there may be many different projects being
carried out at the same time. Large projects, such as the implementation of a new
IT system, would necessarily involve the establishment of sub-groups to handle
different aspects of the project.
Committee meetings- These are meetings involving a group of people who
have been drawn from a larger group for the purposes of managing specific
issues. There are many different types of committees within organisations and
requirements in terms of the minutes may vary. The attendees are should
obviously the member of the committees so are their officers or the officer in
charge.
Internal Staff Meetings- are those meetings which are attended mainly by
internal staff. Such meetings are generally held to discuss issues like production
planning, falling sales etc.
Regular Departmental meetings- These are periodic or one-off meetings
attended by all departmental staff to discuss and address departmental issues
(e.g. reviewing performance, setting objectives, reporting on the outcome of
actions taken and discussing any other matters in connection with departmental
operations).
Board of Directors Meeting this is a formal meeting of the board of
directors of an organization, it is held usually at definite intervals to
consider policy issues and major problems. This is usually presided over by
a chairperson (chairman or chairwoman) of the organization or his or her
appointee.
Annual General Meeting (AGM)- A formal meeting, held annually, where, in
the case of a company, those responsible for running it (the directors) meet with
those who own it (the shareholders).

2. The difference between formal meeting and informal meeting:

A formal meeting is a pre-planned gathering of two or more people who have
assembled for the purpose of achieving a common goal through verbal
interaction. It is characterized by their predetermined topics, a set of objectives
and formal notices. While an informal meeting is a meeting which is far less
heavily planned and regulated than a formal business meeting, and thus lacks
many of the defining features of a formal business meeting, such as minutes, a
chair and a set agenda. These meetings are far more likely to take place in a
casual setting, such as a restaurant or a coffee shop, or at one of the participants
desks, than they are to take place in a boardroom. The purpose of a formal
meeting is to discuss the list of predetermined topics and address the set of
objectives, and make decisions relating to them. While the purpose of an informal
meeting is to discuss issues which would not have an appropriate place in a
formal meeting. They may be designed to make one of the participants feel more
at ease and more free to speak their mind than they would in a more formal

setting. They allow participants to meet with a greater degree of spontaneity and
flexibility.
Examples of Formal Meeting:
Annual General Meeting This is because this meeting has to be pre-planned and
there should be a solid goal and objectives of this type of meeting. It has predetermined topics and it is usually being held in a formal place like the board
room or the meeting room.
Review Meetings This also has a predetermined topic, objectives and a goal.
This meeting is a requirement of some companies to promote transparency and
accountability.
Examples of Informal Meeting:
Team Meeting: This is an informal meeting where a project team joins together to
discuss their project and any issues which may be related to it. These meetings
may be called suddenly if issues arise during the course of a project.
One-on-One: This is a type of informal meeting where just two people meet. This
can be an informal meeting because it encourages making the party feel more at
ease and speaking their minds about a certain issue or a business idea.
3. Examples of legal requirements that may apply to an organizations meeting
procedure:

Providing proper notice (time periods, content of notice and required recipients)

meeting quorums (minimum number of people present to make meeting valid)

4. Examples of ethical requirements that apply to meeting protocol:

Everybody is expected to be on time and meeting should be started and

adjourned on time.

Dedicate responsibilities for each participant.

5. What is the purpose of the meeting? What is the goal? What are the objectives of
the meeting?
6. It can be delivered as an informational briefing, decision-making and problem
solving.
7. Equipment that may be required for the meeting room:
Overhead projector
Slide projector
Film projector
Projection stands
Remote control for projectors
Screens
Video equipment: VHS, DVD, teleconferencing
Microphones

Radio
Computer
Mouse
Auxiliary equipment: laser pointers, flip charts, slide trays
Lighting
Loudspeakers
8. To work out a meetings total cost:
o

service costs (secretarial support and preparing handouts etc)

other hourly costs e.g. room hire

o
o

transport costs
cost of refreshments
9. When choosing a venue for your next meeting or conference there is more to
consider than just the budget. Taking into account who is attending the meeting,
from how far and how many you should plan to ask the following about any
potential venue you also have to consider suitability, location, availability, size,
and facilities of a venue.
10. Factors that you need to take into account when organizing a meeting:

the situation (circumstances, mood, atmosphere, background, etc)

the organisational context (the implications and needs of the business or

project or organisation)

the team, or the meeting delegates (the needs and interests of those
attending)

you yourself (your own role, confidence, experience, your personal aims, etc)

your position and relationship with the team

and of course the aims of the meeting

11. A notification sent to attendees of a meeting, informing them of a time, date, and
location of the meeting. Because meetings are a venue for disclosing company
information to holders of company stock in accordance with certain regulations,
the notice of meeting may represent a legal obligation on the part of the
company.

12. Documentation required when conduction a formal meeting

name of the group, place, time, and date of the meeting

names of committee members present (send a sign in sheet around during the
meeting)

names of committee members excused or absent

list of observers and guests, including their affiliation

a statement that the minutes of the previous meeting were approved as read or
revised

key items discussed in the order listed on the agenda, with a brief description of
the discussion (an actual transcript is usually unnecessary), important comments,
decisions, questions, and action steps. It is also very important to document any
motions made, the names of the people originating the motion, whether the
motion was accepted or rejected, and how the vote was taken (show of hands,
voice vote, or other method). If a member of the committee is assigned a specific
task, be sure to state the persons name and the responsibility accepted.

the time the meeting was adjourned and the date, time, and place of the next
meeting (with directions if necessary)

the recorders name and signature

a sheet attached to the minutes entitled Action Items that lists any action
agreed to, the responsible committee member, and the due date

13. Sample Meeting Agenda

(Meeting Title) Monthly Sales Meeting -

(Venue, Time, Date)

Agenda