Informal Meetings And Formal Meetings

Minutes of meetings have the agenda, who has attended, absences and apologises then there will be the content of what was said in the meeting.

1. Complete the table below listing at least two different types of meetings and describing the main features of each type of meeting.

When inviting people to a meeting, make it a point to mention why they are expected to attend. This gives them time to prepare, and keeps them alert and interactive throughout, it is best to only have people who can contribute to the meeting for example were they given any action points to achieve in a previous meeting that need to be followed up?, would the individual bring anything new to the table? Do they

Make sure they know the different results which could come from the meeting so that they will not be surprised by any of the decisions that could be made. Explain to them that there could be a range of options for the

My name is Jorge and I will be helping you out with your meeting since Ashley is going to be out of the office. I was not able to confirm a time for the meeting so if you do not mind can you please let me know what time it was scheduled for and I will be there. Looking forward to hear from you.

There is many different types of meetings, there could be a one 2 one meeting that you have with a manager or line manager where you get feedback on what you have been doing and how you are coping with the work load you have, you could talk about changing systems in the workplaces to make it more efficient for everyone or it could about you want to leave the job you are in and you and the people within your meeting are trying to find a solution to make you feel happier within the work place. It could be to discuss any problem you are having or whether you have seen something that someone else has done and it is not making you feel very comfortable and it’s not suitable for a workplace.

Meetings management involves a variety of different activities. Before a meeting has begun the office administrator should make sure that he/she has booked a room for the meeting and that it is in accessible location so that it allows access for anyone who is disabled and it complies with all current government legislation. The secretary should make sure that all the equipment is already set up in the room and check it is in good working order. For example: a computer and a projector if there are going to be presentations of any kind. There should also be sufficient refreshment available. An agenda which contain: Apologies, minutes of the previous meeting, matters arising, any other business and the date of the next meeting. This is sent to all attendees of the meetings in advance so they know what is being discussed.*

Team member interaction in meetings: team members will listen without interrupting; hold no side or competing conversations; follow the rules for effective meetings; attend the meeting on time; always work from an agenda; minutes will be recorded at each meeting; end meetings on time.

Agenda and Minutes – When formal meetings are happening, they tend to require both an agenda and minutes. If a formal meeting has an agenda, it can be recorded in minutes. Minutes will clearly outline everything that has been discussed and can be seen as a record of the meeting. Action

Use Power point presentations, with handouts, questions and answer sections, note taker for issues to answer outside of the meeting.

Board or Steering Group meetings to discuss strategic issues/direction. These meetings have a Chair person and the discussion and actions are recorded. Agendas and minutes

Meetings are used for free flow of ideas and for everyone to have their say. Decisions are not normally made during a meeting.

An effective agenda sets clear cut expectations for what needs to happen before and during a meeting. It allocates time wisely, helps members get ready and be prepared, quickly gets everyone on the same topic and determines when the discussion is done. A well-designed agenda increases the team’s ability to effectively and swiftly address problems and fix them as they occur.

4. They would need to ensure if there are any special requirements for the attendees (dietary, mobility, language etc.) and make special arrangements if anything is required – Vegetarian food, wheel chair access, interpreter etc.

A formal meeting shall be held where every team member will required presenting with full preparation of mind.