Assessment Task 1 – Written Questions template

Provide answers to all of the questions below:

1. Complete the table by providing an explanation of each of the following meeting terminology:

Agenda the document outlining the topics to be discussed and other pertinent in-
formation that was distributed (often before the meeting).

Chair the person in charge of leading the meeting and advancing items on the
agenda.

Quorum In order for a group's participation to be counted, there must be a certain

minimum number of attendees.

Proxy
a person who represents someone by attending a meeting in their place

Minutes information distributed in note form that was typed up and used to dis-
cuss the meeting's topics.

Motion a request that a certain meeting method be decided upon. Occasionally

known as a formal motion.

Actions any task that was brought up during the meeting and needs to be com-
pleted.

Apologies everyone who was scheduled to attend the meeting but choose not to.
Typically, apologies are noted on the meeting minutes.

2.

2. Outline a meeting structure for a formal meeting.

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 Board meetings, committee meetings, special task forces, and group meetings are a few examples
of formal gatherings that typically fall into one of these categories. A written agenda and support -
ing documentation will be available for distribution to attendees. Official gatherings must always
record minutes. Although the majority of meeting organisers will ask for a minute-taker, and
someone will in fact take notes to record what happens at the meeting Only at formal meetings
does the phrase "minutes" have official status. The minutes are written in official language and
presented in an established, organised way.
When taking minutes, there is a high expectation that the material recorded will be accurate, thor-
ough, and succinctly and clearly summarise the discussion.

3.

3. Outline a meeting structure for an informal meeting.

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 The majority of daily meetings that companies schedule will be classified as "informal." These
could include progress updates, brainstorming discussions, and staff catch-ups. Even though its
Most managers think that it's a good idea to have an agenda during an informal meeting since it
keeps everyone focused on the task at hand and ensures that everyone has the necessary informa -
tion in front of them. An informal meeting's agenda can prevent situations where someone veers
off topic and the meeting is derailed. Even if you're merely writing down action items to distribute
among attendees, it's always a good idea to take notes during an informal meeting even though
they aren't legally needed so they may be followed up on at the next meeting.

4.

4. Outline at least three key arrangements that need to be made for a meeting.

The things that must be done prior to a meeting in order to ensure that it can occur, that all par-
ticipants can attend, and that all resources required for the meeting are available are known as
the arrangements for the meeting.
Key Configurations
Location refers to the venue for the gathering.
Participants are the people who will be invited to the meeting.
Are any specialised pieces of equipment required for the conference at all?
Agenda: To guarantee that the meeting has the proper organisation, it is crucial to plan the
agenda in advance of the meeting.

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5.

5. Outline two responsibilities of a chairperson prior to a meeting.


A chairperson is a leader of a debate and an officer of a group, committee, or gathering. The
chairperson should assist in motivating a team or committee and establishing shared objectives
as a member of a team that also comprises a secretary, treasurer, and the committee members.

All contracts that have been signed and the committee's financial demands must be kept up to
date in the chairperson's mind.
• The chairperson and secretary should consult before a meeting to go over any topics that will
be covered. Both of them should review and prepare the meeting's agenda.
· They should also verify to see if the committee members have received the materials and
meeting reports. The meeting's duration should be monitored by the chairperson, who
should also make sure everyone has signed in beforehand.

6.

6. Outline three important aspects of a chairperson’s job during a meeting.

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 Opening the meeting, the chairperson should determine whether there is a quorum, or members
present. Before the meeting began, participants were supposed to sign their names. As soon as
the meeting begins, the chairperson should run it in accordance with the agenda. The meeting's
chairperson may permit discussions, remarks, or concerns if time permits. The meeting's chair-
person should take measures to guarantee that participants have an opportunity to voice their
concerns while forbidding any private conversations. Who gets to speak during the meeting—or
whether two persons can talk simultaneously—must be decided by the chairperson.

7.

7. Explain why it is important for a chairperson to monitor the participation of all those involved in a
meeting.

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 · The role of the chair is quite similar to that of a panel or presidential debate
moderator. The chairperson's purpose is to foster an atmosphere in which every-
one may participate in the conversation, and frequently this entails exerting
some restraint on the dominator.

The chairperson can: play traffic cop with a verbal cue; play traffic cop with your
body language or voice; call the dominator by name; accept comments from the
dominator without asking for the floor; acknowledge a contribution only with
body language; call on others by name to join the conversation.

8.

8. In relation to group dynamics answer the following questions:

a. Explain how, in the role of a chairperson, you would manage someone who is dominating the
meeting.
b. Explain how, in the role of a chairperson, you would manage someone who is too shy to con-
tribute to a meeting.
c. Explain how, in the role of a chairperson, you would manage two people having a private con-
versation within a meeting.

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 A : The role of the chair is quite similar to that of a panel or presidential debate moderator. The
chairperson's purpose is to foster an atmosphere in which everyone may participate in the con -
versation, and frequently this entails exerting some restraint on the dominator.
The chairperson can: play traffic cop with a verbal cue; play traffic cop with your body language
or voice; call the dominator by name; accept comments from the dominator without asking for
the floor; acknowledge a contribution only with body language; call on others by name to join
the conversation.
B: Within a firm, there are frequently as many diverse personalities represented as there are work-
ers. Variety enhances life and makes for a more interesting and diversified work environment. In an
office meeting, everyone has something to say, but it's typical to have certain people who speak up
frequently and some people who try to blend in. Not everyone who doesn't contribute has a poor
work ethic. You can work with the employee to set a goal of opening up at office meetings if shy-
ness makes them feel uncomfortable or prevents them from contributing.
• Have one-on-one meetings with reserved staff members to assess how they're doing.
• Assign the employee a mentor or coworker who can help him with the areas in which he wants to
improve.
• Give attendees a meeting agenda at least one day in advance.
• Assign the reticent employee the responsibility of imparting knowledge or a skill in his field of
specialisation. By sharing via email or office memos, you can provide the employee a safe place to
start.
• Implement company training to assist staff in handling interactions with coworkers, clients, and
customers.

C: It's impolite and distracting to engage in side chats during meetings. When it occurs, take it seri -
ously. To end the side chats, employ one of the following strategies.
Stand by those having the talk;
· stop and get people's attention;
· name one of the offenders;
· call out the conduct;
· have a ground rule and use it;
· provide a compelling focus;
· keep them on course.

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 d.

9. Explain group dynamics, including how these are important in relation to conducting meetings.

Group dynamics are the patterns of behaviour that emerge from the interactions between mem-
bers of a group. These patterns can be helpful or harmful to the functioning of a group. Group
dynamics are important to consider when conducting meetings because they can help to ensure
that the meeting is productive and that all the members feel heard and respectful.

10.

10. As a chairperson, you need to be aware of the different roles that may be present during a meet-
ing. Provide a definition for each role listed below.

Role Definition

Initiator offers unique solutions or novel strategies for achieving the ob-

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 Role Definition

jectives or difficulties of the organisation.

Clarifier The clarifier helps to make contributions made by other group

members clear for the benefit of the entire group. The clarifier is
in charge of making sure that everyone in the group, including
themselves, understands the answers and justifications offered.

Dominator Edgewise, that guy who dominates the discourse and prevents
others from speaking

Degrader Degrader is the person who attack on others point of view and
create tensions among participates.

Distractor The person who keep distracting others by unnecessary talks.

Supporter The person who provide support to all participants.

Gate keeper The gatekeeper controls the flow of conversation in a group to

strike the right balance and enable meaningful participation
from all group members.

11.

11. Describe two ways of conducting meetings.

First of all, in-person meetings are possible. These meetings can involve two or more
people and take place in a neutral setting, the workplace, a customer's workspace, or
any location where participants can freely discuss a given topic and, if needed, offer an
action plan.

Second. For everyone's convenience and to take advantage of technological advance-

ments, meetings can be conducted using tools like Zoom or any other online platform.
The majority of participants also have a better probability of attending because they can
do so virtually from any location.

12.

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12. Describe three advantages of face-to-face meetings and give an example of a workplace situa-
tion where this type of meeting may be used.

Advantages of face to face meetings

· Discover the inner tale;

· Enhanced insights;
· develop trust and transparency;
· EXAMPLE:

Face-to-face meetings are ideal for routine team outings or when it's crucial to
discuss a challenging problem with a coworker. Execution audits should be held
at close quarters since it would not be reasonable to conduct this in any other
way.

13.

13. Describe three advantages of virtual meetings and give an example of a workplace situation
where this type of meeting may be used.

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 1.Long distance travel is no longer required to attend meetings, give presentations, or discuss
project ideas. All you need is a reliable VoIP system or a PC with Internet access.

2.Meeting virtually is simpler and takes much less time than driving far from your business. With
the stroke of a mouse, your staff members may collaborate on projects and exchange data with -
out having to travel. This will increase not just their motivation and productivity, but also the ef -
fectiveness and involvement of the workforce.
3. More opportunities for interaction between workers at all levels and clients and co-workers in
other places.

Example
Web conferencing make it feasible to hold last-minute meetings that would otherwise be impos-
sible. Web conferencing has made it possible for persons in entirely separate time zones to hold
meetings.

14.

14. Describe the use of webcams for meetings, including a brief description of how to use video con-
ferencing software and common features.

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 Webcam is an acronym for “Web” and “Video Camera.” Unsurprisingly, the main
function of a webcam is to stream video online. Small cameras called webcams
often sit on a desk or are attached to a user’s monitor. Although some webcams
employ a Firewire connection, most webcams connect to computers through
USB. Software that enables recording or online streaming of video is frequently
included with webcams. The user’s website must enable streaming video for
other users to view the video stream on their web browsers.

Installing video conferencing software after downloading it Both free video chat
programmes for PCs and Macs, Skype and ooVoo, are accessible for download at
their own websites, whereas Apple’s free FaceTime is available solely for Macs.
For mobile phones, these programmes also provide webcam meeting alterna-
tives. FaceTime only allows for one-on-one video chats, but Skype allows for up
to two people with a premium membership and ooVoo allows for up to two
users for free.

15.

15. List three different applications you can use to communicate with someone using web conferenc-
ing.

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 1. Zoom
2. Google meet
3. Skype

16.

16. Explain the purpose of an agenda and identify five items that should be included in an agenda.

An agenda is essential to every business meeting's success. The meeting's format and or-
ganisation will be decided by the agenda, allowing you to outline the tasks that will
be performed. Once you've made that decision, you may choose how long the
meeting should last and which team members would be most helpful to have
present to assist you advance toward your corporate objectives.

A good meeting agenda needs to include these essential components:

• Topic \s• Goal/s \s• Objectives

• Inviting participants • Disseminating critical data

17.

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17. Explain the purpose of meeting minutes and list five items that should be included in meeting
minutes.

The majority of us have frantically jotted down notes during a meeting that we
mistakenly believed to be meeting minutes, only to learn afterwards that we
missed crucial information or that the notes we wrote were never used. Do you
frequently wonder what details you should include in your records and what you
should omit? Effective meeting minutes don't have to be difficult to record. A
record that can be referred to and used for follow-up activities are minutes that
accurately reflect the meeting's goal and agreed-upon outcomes. Effective
meeting minutes are concise and to the point while also including all pertinent
details.

· You need to provide a variety of information while drafting meeting minutes.

What should be in effective meeting minutes is listed below:
· • The meeting's location, date, and hour.
· • The meeting's objective.
· • The names of those who came and those who couldn't.
· Items on the agenda.

• The judgments that were made.

18.

18. Explain the difference between informal meeting minutes and formal meeting minutes.

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 Informal Meeting: Use the informal minutes' template to write minutes that in-
clude all the essential instructions and a step-by-step guidance. This will help you
keep informal but professional records and updates on business meetings. The
proper terminology to use in the minutes and the proper format are shown in
these sample templates.

Formal Meeting: A "minutes of a meeting" document typically contains a point-

form summary of the major topics covered during a meeting, as well as any con-
clusions or decisions that were made. Any official meeting that takes place, at
any level of an organization, should have minutes prepared.

19.

19. Access the Corporations Act 2001 from the Internet and identify the information from the Act that
relates to notices of meetings. Now answer the following questions:
a. To whom must a notice of meeting be provided?
b. How must the notice of the meeting be provided? Indicate at least two ways.
A: Each member who is eligible to cast a vote at the meeting as well as each di-
rector must receive individual written notice of the meeting of the company's
members. One person of a joint membership need only receive notice.

B. A company may provide notice of a meeting to a member by:

• delivering it personally
•mailing it to the member's address listed in the members' register or, if any, to an al -
ternate address designated by the member.

c.

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20. Identify two organisational policies and procedures relevant to conducting meetings. For each
one, explain why it would be important to follow.

Policies and procedures for meeting are crucial part of formal meeting in order
to set up what can be or what cannot be decided in meetings.

two organisational policies and procedures relevant to conducting meetings

1. Anti-discrimination act: these are the policies which needed by company by

law. At many places agenda, a chairperson and formal minutes are legal re-
quirements at many places and known as good business practice.
2. Health and safety act: these are need to ensues safe work place and bring
transparency to shareholders.

21.

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