Reference no: EM132321327

Manage Meetings Assignment -

Assessment Task 1 - Written Questions

Knowledge Questions -

1. Define the following meeting terms:

• Agenda
• Apologies
• Chairperson
• Proposal
• Quorum

2. Briefly explain the structure of a formal meeting.

3. What is the meaning of meeting arrangement and what are the different types of arrangements for a meeting?

4. List four (4) examples of responsibilities of the chairperson in relation to managing meetings.

5. What is group dynamics and briefly describe three (3) strategies to enhance dynamics in group meeting.

6. Describe the main feature of the following meeting options:

• Face-to-face
• Teleconference
• Videoconference

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

8. List five (5) strategies you would take use to identify participants in a meeting.

9. List five (5) type of documents that meeting papers could include.

10. Briefly describe what you need to consider to store meetings minutes and other follow up documentation.

11. List five (5) strategies to maintain positive and professional interactions during a meeting.

Assessment Task 2 - Case Study

Case Study - Coffeeville

Questions -

You are the General Manager of CoffeeVille. For this task you are required to prepare for, conduct and follow up on one formal meeting at Coffee Villa Company with at least 4 participants.

1. You need to generate and submit meeting name and meeting purpose at your own choice, which should not be a general monthly meeting.

2. Read CoffeeVille Code of Practice for Meeting Procedures, summarize the information below:

• Notice requirements for special meetings
• Public access to meetings
• When meeting minutes needs to be sent to each member of the Coffeeville
• When meeting outcomes need to be reported. If there is no written requirement in organizational policy and procedures, what timeline would you require?

3. Complete Meeting requirements form.

4. Complete meeting preparation action plan.

5. Complete meeting agenda.

6. Send email invitations, agenda and meeting papers to meeting participants according to organizational requirements. Submit a copy of your email.

Assessment Task 3 - Role Play

Part A - Conducting Meeting

You must now participate in a role play to host the meeting you have prepared in Task 2. Your assessor and your classmates will join as your meeting participants. The role play should run for a minimum of 30 minutes. Your assessor will look into the areas of your performance to:

1. Lead the meeting according to meeting structure and arrangement.

2. Organize and control the discussion on proposed topics.

3. Managing time on opening, ending and each topic.

4. Summarize information and make decisions to achieve required targets.

5. Encourage meeting participation, facilitate the discussion and ensure mutual agreement can be made

6. Briefly record meeting minutes by taking notes or other methods.

Part B - Following Up

1. Check your note or other records from the meeting. Complete meeting minutes below and ensure all the information and format are in accordance with Meeting requirements form in Task 2 Question 3.

2. Send an email to all relevant people to distribute meeting minutes and meeting participant evaluation form, which has been provided below. Submit a copy for your email.

Meeting participant evaluation form

3. Complete Minute-taker evaluation form.

4. Write and submit a brief report to evaluate the outcomes of the meeting. Make sure that you are within designated timelines and using the correct method.

Attachment:- Assignment File.rar