Manage Meetings

Assessment- Questions

INSTRUCTIONS

Please complete the student details section.

This short answer assessment is one form of assessment that is used to collect evidence of competency for this unit.

To demonstrate competence you must correctly answer all questions. Any shortfalls or wrong responses may be followed up by your trainer in verbal, written or practical instance.

If more space is required for any answer you may attach a separate page containing name, assessment date, unit title unit code and the assessment task number and attach this page with the current assessment task before submission or alternatively use the back of each paper with a clear reference to the relevant question(s).

Ensure you check your work before submitting.

Please note, once the assessor has marked your work they will provide you with feedback.

You will be required to complete other relevant assessment tasks for this unit as instructed by your teacher or trainer.

Questions

Question 1: ‘Be specific in describing the agenda items' is one tip for writing an effective agenda. List 4 others.

Question 2: Which style of meeting would you use to distribute information to staff?

Question 3: Which style of meeting would you use if you needed input and opinions from your staff?

Question 4: Give an example from your industry where it would be appropriate to invite an entire department to a meeting.

Question 5: Give an example from your industry where it would be appropriate to only invite senior staff to a meeting.

Question 6: List 5 pieces of information you would include when notifying people of a meeting.

Question 7: List 8 aspects you might need to arrange or prepare for meetings.

Question 8: List 5 functions you may perform as chairperson.

Question 9: Give 3 examples of laws you may need to comply with during meetings.

Question 10: Why should you appoint a timekeeper?

Question 11: Why is it important that meetings retain focus, direction and discipline?

Question 12: What does it mean to ‘reach a resolution'?

Question 13: Number the following steps of problem solving from 1 (first step) to 5 (last step).

-Discussing and searching for possible solutions

-Defining the problem and presenting the facts

-Evaluating the possible solutions and deciding on the most appropriate one

-Converting the solution into an action plan and procedures

-Exploring and analysing the problem and the reasons behind the problem

Question 14: List 3 things that can cause a barrier to participation and discussion when meeting with people from diverse cultural backgrounds.

Question 15: What is the role of the secretary?

Question 16: List 4 items the minutes should include.

Question 17: As chairperson, what should you check with the secretary after the meeting?

Question 18: When should the secretary prepare and distribute the minutes to attendees? Why?

Question 19: What should participants do during and after meetings?

Question 20: When does whispering usually occur?

Question 21: What are the characteristics of a ‘Digresser'?

Question 22: You are going to chair a 1 hour meeting, which has 4 agenda items, plus an introduction and a summary. How much time on average must you allocate for each section of the meeting?

Question 23: Half way through your meeting you notice that the first agenda item has taken way too much time. You now have 30 mins to cover 6 items. How much time (on average) can you allow for the remaining items?