Assessment is all about collecting evidence and making decisions as to whether or not a student has achieved competency. The Students are required to answer all the questions. The evidence is information gathered that provides proof of competency. While evidence must be sufficient, trainers and assessors must focus on the quality of evidence rather than the quantity of evidence.

Short Answer Questions

Activity 1

• What is an agenda and how is it used?
• How would you determine the items to be incorporated on a meeting agenda?
• List five items found on most standard agendas.

Activity 2

• What factors need to contemplate when deciding on the structure of meetings?
• Indicate the style and structure (formal or informal) of meetings appropriate for each of these meeting purposes.

Meeting Purpose	Formal/ Informal
To develop business plans.
To announce company profits to shareholders.
To check the progress of a project with one member of the project team.
To confirm daily work objectives.
To plan the organisation’s next social club function.
To elect new board members.
To inform team members of planned maintenance to the building’s fire safety system.
To hear a staff grievance.

 

Activity 3

How can meeting participants be identified and notified of an impending meeting?

Activity 4

Create a checklist that could be used to confirm all obligatory arrangements have been made in accordance with the requirements of the meeting.

 

Example checklist:

	Prepare agenda
	Check that the agenda aligns with the requirements of the meeting
	Notify attendees within designated timelines
	Book meeting venue
	Source required equipment and resources
	Maintain list of attendees
	Liaise with guest speakers/ presenters
	Distribute agenda and minutes of previous meeting within designated timelines
	Book teleconferencing or presentation equipment if needed
	Prepare documents and materials
	Organise catering.
	Confirm venue booking at least 24 hours before meeting.
	Confirm catering details at least 24 hours before meeting.
	Set up venue: signage seating test equipment

Activity 5

• List five types of meeting papers that might be despatched to attendees prior to a meeting.
• Why do meeting papers need to be despatched within designated timelines?

Activity 6

• Explain the role of a meeting chairperson.
• What legal and ethical requirements can apply to meeting situations?

 

 

 

Activity 7

• What can a chairperson do to ensure the meetings they conduct are focused, time efficient and achieve the desired outcomes?
• What action can a chairperson take if the time limit allocated for a particular agenda item has been exceeded?
• Explain the role of the chairperson in bringing meetings to a close.

 

Activity 8

• How can a chairperson encourage active participation from attendees at meetings?
• What actions can a chairperson take to help resolve the conflict between meeting participants?

 

Activity 9

• What are minutes of meetings and what motive do they serve?
• What information should be covered when briefing the minute-taker?

 

Activity 10

• List five benefits of accurate recording of minutes of meetings.
• When checking transcribed meeting notes, what should meeting convenors focus on?

 

Activity 11

• When should minutes of the conference, and other follow-up documentation be dispense, and to whom?
• Why is it necessary for minutes of meetings to be stored either electronically or in hard-copy?

 

Activity 12

• Write a short paragraph to explain the distinction between minutes of meetings and reports of outcomes of meetings.
• List five tips for providing verbal reports of meeting outcomes.
• List five common features of written reports and explain what each feature does.