Question 1: Describe any three (3) guidelines that need to be followed while preparing an effective agenda for a meeting.

Question 2. Answer the following questions.

A) Briefly explain the importance of creating a meeting agenda.

B) List any four (4) items that should be included on the agenda.

Question 3. Discuss any two (2) methods of taking meeting notes.

Question 4: Answer the following questions.

A) Briefly explain the following structures of a meeting:

• Formal meetings
• Informal meetings

B) Mention which style of meeting you would use to distribute information and receive feedback from employees.

Question 5. Answer the following questions.

A) What are the essential skills required in a minute taker?

B) What are the benefits of taking minutes?

Question 6. Discuss the chairperson's responsibilities during and after the meetings.

Question 7 Read the below scenario and answer the following questions:

You are about to hold a meeting for the management team in an organisation. Many productivity problems/issues need to be discussed, and you have asked one of the managers to prepare a presentation (which includes a PowerPoint presentation) on what productivity means and how it can be increased/improved. The major productivity issues seemed to be related to the following:

• Employees taking an average of 45 minutes for a lunch break, with 10 per cent taking over an hour or more
• Employees leaving early and arriving late
• Employees spending an average of 1.5 hours (outside of lunch) away from their desk, wandering around the office
• Large numbers of the staff seem to do nothing but attend meetings and send emails all day.

A) Where would you hold such a meeting, and why would you choose this venue?

B) List at least five pieces of equipment and resources you would need to conduct a meeting.

C) When will you distribute the meeting agenda? .

D) List any one method that you would use to distribute the meeting minutes and other meeting-related documents to the relevant stakeholders.

Question 8. Briefly explain the following meeting options and provide at least two (2) key features of each.

A) Face to face meeting

B) Teleconferencing

C) Web-conferencing

D) Using webcams

Question 9. Define the following organisational policies and procedures related to the meeting, chairing and minutes that are applicable to any business.

A) Notice periods

B) Storage of minutes

C) Casting vote

D) Avoiding prejudices

Question 10. When chairing a meeting, how would you deal with a participant who is monopolising the discussion?

Question 11. Answer the following questions.

A) What information should be included in the meeting minutes?

B) Briefly explain the importance of distributing meeting minutes.

Question 12. Describe any three (3) barriers to participation and discussion when meeting with people from diverse cultural backgrounds.

Question 13. Answer the following questions.

A) Briefly explain the key features of group dynamics.

B) Briefly explain the following roles in terms of managing meetings:

• Chairperson
• Recorder
• Timekeeper
• Facilitator

Question 14. Briefly explain the purpose of the following policies and procedures in terms of managing and organising the meeting.

A) Privacy and confidentiality policies and procedures

B) Communication policies and procedures

Question 15. Briefly explain the following:

A) Legal conventions

B) Informal conventions

Question 16. Explain the following legal considerations and/or regulations you may need to comply with during meetings.

A) Meeting quorums

B) Minutes

C) Disability discrimination Act 1992