Contrast the characteristics of effective and ineffective meetings. Effective meetings Ineffective meetings Effective meetings are productive Ineffective meetings have no agenda It is relevant and engaging It is not relevant It is well organized No clear meeting organized
1.1 2.1 2.2
a) Explain why it is important to have a meeting agenda and how a meeting agenda could improve participants meeting engagement? – It is important to have meeting agenda because it let participants know that there’s a legitimate business purpose for meeting with specific issues to be discussed and outcomes to be achieved. b) How can the chairperson keep a meeting focused on the agenda? -The chairperson can keep a meeting focused on the agenda by starting the meeting on time. Agree and minute all the key points and actions with timeframe and accountability detailed.
1.3-1.5, 2.2, 3.3
Select and name the common pieces of accurate and error free documentation required for meetings and what attributes should they display? Minutes are the common pieces of accurate and error free documentation required for meetings. The attributes that they should display are detailed information including the names of the movers and seconders of motions, the discussion that took place and voting details.
1.3, 2.3, 3.2, 3.4
Outline and organize the key factors to consider when distributing meeting documents, and recording and producing minutes within the designated timeline? Organization templates and formatting from previous minutesMeeting detailsWelcome, name of absent and attending participants and apologiesCorrespondence and reportsDate of the next meeting
2.1 2.2 2.3
Discuss the task and maintenance roles required of the members of a meeting and give examples of each role. Task related roles enable the meeting to move through each step or operation in the meeting’s process goal-setting decision making and problem solving are examples of the task that enable the meeting to achieve its purpose Effective use of maintenance skills enables task achievement in a cooperative environment. Maintenance-related roles use more of the human relation skills of support, encouragement and feedback. Delegating, guiding, influencing and motivating others are all part of the maintenance-related role. Example of maintenances roles are the harmonizer who seeks to avoid conflict, reduce tensions and mediate differences between members and the encourager who ensures everyone in the group participates and gives appropriate recognition to each team member’s contribution to the task.
Explain the terms ‘defensive role’ and ‘dysfunctional role’. Defensive role is a tension reliever or scapegoat, to protect the other members from anxiety caused when the meeting is unable to perform effectively. Dysfunctional role is as a show off, blocker or rebel to achieve their own hidden agendas and, in doing so prevent the meeting from achieving its goals.
2.2 2.3 2.4
How does discussion impose the biggest challenge in a meeting? Describe how the chairperson can guide the discussion Discussion impose the biggest challenge in a meeting by its relatively time consuming and trends to be unstructured. The chairperson can guide the discussion by Clarify the meeting’s purposeBring the meeting back on track if members wander from the pointPose relevant questions, either at large or to an individualCurtail long-winded contributions tactfully
3.1 3.2 3.3
Identify the follow-up activities to a meeting. Make sure you have written down the action points.Prioritize the tasks Delegate or networkRecord actions taken in a running checklist that all relevant people can see or accessKeep an eye on progress of the activities
What steps can the meeting chairperson take, both during and after the meeting, to ensure that the minutes are accurate and reflect the decisions taken at the meeting To ensure that the minutes are accurate and reflect the decisions during the meeting chairperson should relinquish some of the initiative to the participants, exercise self-discipline and encourage free flow between participants. After the meeting chairperson should check all the transcribed notes to ensure there are no inaccurancies before they are sent out as a record of meeting.
Explain why it is important to take accurate minutes of a meeting but not to record the conversation verbatim. It is important to take accurate minutes of the meeting but not to record the conversation verbatim so that it can be checked and corrected if needed, it is essential records that must be filled and archived correctly.
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