SOLUTION: meetings that can occur in a workplace | My Assignment Tutor

TASK 1: Questions: Collect information on the different types of meetings that can occur in a workplace.Describe in detail: formal, semi-formal, virtual and informal meetings and give examples of each Answer: Describe why these meetings are held Answer: Who attends these meetings? Answer: Reference: Class Slides Research & explain the meeting requirements the following types of companies:Proprietary Company Answer: Public Company Answer: Listed Company Answer: Reference: Class Slides Define in detail these meeting terms: Answer: (1) Chairperson (2) Secretary (3) Treasurer (4) Abstention (5) Adjournment (6) Agenda (7) Motion (8) Casting vote (9) Proxy (10) Tabled Reference: Class Slides Select a venue in your area and research and report on the costs for the following: Room HireCatering costs– Morning tea – Lunch – Afternoon tea Equipment hire – Overhead projector – Electronic whiteboard – Data projector Information should include details and printouts of Web Pages, brochures, quotes researched. Answer: Reference: Class Slides What documentation is required when organizing and managing a formal meeting? Include a description of who is responsible for the documentation and indicate any timelines required for this documentation. Answer: Reference: Class Slides Write a report on the skills and qualities needed to manage efficient meetings. Answer: Reference: Class Slides Describe legal and ethical requirements that you must be aware of while managing a meeting. Answer: Reference: Class Slides When planning and managing a meeting there are a number of tasks that can, and should be delegated. List the types of tasks that could fall in this category and the benefits associated with delegating these tasks to other staff members. Answer: Reference: Class Slides Read the case study and prepare an agenda for the following meeting: Case Study: Coco – Knight Clothing Company (CKCC) will hold a meeting on the first Monday of next month. The meeting will take place in the Board Room at CKCC premises – 18 Mary Street, Smithtown, Vic. The meeting is for the Department Managers of CKCC. The meetings always commence at 2pm. The next meeting will include a varied discussion on topics such as: sales results, new company car acquisition, Italian fabric wholesalers, company travel expenditure, recruitment needs (2 positions to be filled), scheduling of staff performance appraisals and implementation of new WHS procedure. Answer: Reference: Class Slides Explain the role of the minute taker and the interaction undertaken before, during, and after a meeting. Answer: Reference: Class Slides All communication with participants relating to organizing a meeting must be undertaken with culturally appropriate communication techniques. Explain what is meant by this. Answer: Reference: Class Slides Describe the layout you would use for the following meeting types Formal presentations to large groupsMedium-sized participative meetingsSmall meetings for debate and discussionRelaxed team meetings for planning and creative sessions Answer: Reference: Class Slides Describe in detail the following legislation and how it affects business operations regardingmanaging meetings? anti-discrimination legislationethical principlescodes of practiceprivacy lawsCopyrightWork health and safety Answer: Reference: Class Slides Task 2: Case Study: You are the Personal Assistant to the Director (your trainer/assessor) at a very profitable National Electronics Company, Computers R’ Us. Part of your job role is to manage meetings held at Computers R’ Us. This includes preparing the agenda and taking the minutes. Important for PPT Slides: The Business Development team has just reported to the Director regarding the research they undertook about introducing new products to the current range sold online. They have chosen 3 new items to be added to the product range. The Director has advised you to organize a meeting ASAP for the launch of new products via a presentation to invited guests (current and potential customers). The Director has advised that while making arrangements for the meeting following must be considered: The Board Room is used for all meetings Purpose of the meeting is to discuss the new products.The Business Manager will conduct a PowerPoint presentation which will detail the features and benefits of each new product.Some brainstorming regarding following will be required the budget for the presentation,where it will be held,who will be invited,what staff will be involved,The requirements of the presentation itself. He has specified that the following personnel need to attend the meeting: Admin ManagerBusiness Development ManagerAll Business Development Team Members (5)Customer Service ManagerFinance Manager You will complete the tasks listed below. The trainer will allocate a designated timeframe for the actual meeting and follow up to be conducted after which you will submit your completed work. Part 1: In your preparation, you are to ensure that: Purpose of meeting is clarified and the agenda developed in line with stated purposeThe style and structure of the meeting is appropriate to the meeting’s purposeMeeting participants are identified and notified in accordance with organizational proceduresMeeting arrangements are confirmed in accordance with requirements of meetingMeeting papers are dispatched to participants within designated timelines You must provide your agendas to your assessor at the time of your assessment Part 2: Following on from your ‘case study Part 1’ you are required to chair the meeting you have organized. You will be observed by the trainer in the required aspects of managing a meeting in the simulatedwork environment provided. This will include how you interact with other members of the meeting;utilize your meeting agenda, and the overall managing of the meeting. Whilst conducting your meeting, you are to ensure that: Meeting is chaired in accordance with organizational requirements, agreed conventions for the type of meeting and legal and ethical requirementsMeeting is conducted to ensure they are focused and time efficientMeeting facilitation enables participation, discussion, problem solving and resolution of issuesMinute taker is briefed on recording meeting notes in accordance with organizational requirements and conventions for the type of meeting Part 3: After the meeting, you are to follow up, ensuring that: Transcribed meeting notes are checked to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organizational procedures and meeting conventionsMinutes and other follow-up documentation are distributed within designated timelines and stored in accordance with organizational requirementsOutcomes of meeting is reported as required, within designated timelines Appendix 2: NOTICE OF MEETING Notification Date: Meeting Requested By:Meeting Date:Meeting Location:Attendees:Reason for Meeting: The above mentioned meeting shall take place in accordance with COMPUTERS R’ US meeting Policy / Procedure and has been approved by the Manager as indicated below. All requirements of this meeting are the responsibility of the Chair as nominated below. Meeting requested by Chairperson Name Chairperson Signature Date Meeting approved by Manager Name Manager Signature Date Appendix 3: Meeting Agenda Date: Time: Location: Meeting Chairperson: Attendees: Agenda Item Presented By: Introduction and Welcome Chairperson Appendix 4: MINUTES Date: Time: Location: Meeting Chairperson: Attendees: Apologies: Minute Taker: ItemContentActionReview Minutes from Previous MeetingMinutes Reviewed and acceptedIntroduction and WelcomeAgenda ItemsI.II.III.IV.V.Further Items of DiscussionOutcomes and DecisionsFuture meetings References: Class Slides and Case Study