Reliance, Trustworthiness, Consistency And Rapport Structure

When arranging a meeting types of information may include the reason for the meeting, the time and length, the date and location, what resources are required and a list of required attendees and their contact details.

A meeting agenda ensures that the meeting will be a productive use of everyone's time. It can focus the attendee’s efforts and provide a structure to accomplish the meeting purpose. It defines outcomes, and important information, attendee roles and responsibilities and a meeting timeline. It allows attendee’s to prepare for the meeting as it is made available a week before. It also works as a checklist of those attending, goals and topics for discussion to make sure that all the necessary information is covered and keeps team members focused on the specific goals and stay on track with the subject matter.

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

Informal meetings are where there is no agenda but you know you will be questioning

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.*

Regular meetings with regards to roles and aims of the team are a very important part of the process of working as a team. The meetings enable the team to prioritise ways of working together, it enables the team to reflect on progress to date and to set new goals and identify other ways of getting the best out of being a team.

It is essential that there is effective communication to build an effective team. Effective teams need to work well together and that team cohesiveness depends on building strong relationships among team members. Communication is crucial and is driven by the team leader who will work with the team to establish ground rules and work to bring the team together so that it can accomplish its goals. All teams will go through expected stages of development, from forming to storming to norming and eventually performing according to Tuckman. Navigating through these stages effectively will help teams build relationships which in turn improves communication. Effective team communication can lead to both personal and professional development. Some examples of good communication are the holding of regular catch up meetings, active listening (by management and team members), regular feedback, clear vision and goals. In contrast to the above poor communication skills can have an adverse effect on team working. If team members are not communicating amongst themselves then

Step-1: Determine the purpose of the meeting: Before a meeting takes place, the purpose of the meeting should be determined. All the participants should be informed about the purpose of meeting beforehand, so that they come prepared and can contribute more.

Evaluate any feedback received. Discuss the findings with the Chair/people involved in organising the meeting. Agree whether changes are required/appropriate.

I have not personally attended in a workplace meeting as I am only a casual worker. However, I have witnessed some meetings at Portobello PR as well as witnessing one at Denison street methadone clinic. As I have seen and learnt I do understand the structure and requirements of having a meeting and the different types of meetings. Most meetings require a few preparation steps before the meeting will happened this is usually organized by the manager or the owner. Tasks you need to do first is letting the meeting attendees know the Time, Location, attendees Requirements eg a data sheet. And, you will need to let them know what their roles are and responsibilities are. You may get this message out to staff or attendees by a few diverse ways

b. Consider the location of the meeting, if possible move it from the work areas, use a large conference room or a location large enough to accommodate the employees.

For example as the event manager I would inform my deputy manager when they need to go into the Year 8 assembly to inform them what is happening, when it is happening and to give them the information needed to them about the event. If we did not do this then everyone would be confused on what they had to do to prepare for the event, and also everything that needed to be taken care of so that event was a success was done.

If there is a problem with meeting times or, if a member is going to be late, we expect to have notice, preferably well in advance, but if that is not possible, as soon as they are aware that they will not be there or will be late. Attendance is expected from all members to be present and prepared for all meetings and presentations.

You can ensure that the meetings you run are productive by getting everyone involved, controlling your pitch, adjust your volume and rate, stress words that need emphasis, and don’t speak rapidly or

Arranging meetings can be very difficult as people have to travel and can be time consuming.