1.‘Be specific in describing the agenda items’ is one tip for writing an effective agenda. List 4 others.
2.Which style of meeting would you use to distribute information to staff?
3.Which style of meeting would you use if you needed input and opinions from your staff?
4.Give an example from your industry where it would be appropriate to invite an entire department to a meeting.
5.Give an example from your industry where it would be appropriate to only invite senior staff to a meeting.
6.List 5 pieces of information you would include when notifying people of a meeting.
7.List 8 aspects you might need to arrange or prepare for meetings.
8.List 5 functions you may perform as chairperson.
9.Give 3 examples of laws you may need to comply with during meetings.
10.Why should you appoint a timekeeper?
11.Why is it important that meetings retain focus, direction and discipline?
12.What does it mean to ‘reach a resolution’?
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
14.List 3 things that can cause a barrier to participation and discussion when meeting with people from diverse cultural backgrounds.
15.What is the role of the secretary?
16.List 4 items the minutes should include.
17.As chairperson, what should you check with the secretary after the meeting?
18.When should the secretary prepare and distribute the minutes to attendees? Why?
19.What should participants do during and after meetings?
20.When does whispering usually occur?
21.What are the characteristics of a ‘Digresser’?
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?
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?
You are the HR manager of a 300 bed hotel in the CBD. It is your job to organise the next management meeting which you will need to conduct in 10 days. The meeting is attended by the Executive chef, Maître’D, Function Manager, Chief Concierge and the Exec. Housekeeper.
The following issues have arisen and the GM has asked you to deal with these during the next meeting and ensure all of these will be addressed satisfactorily:
1.Several wait staff from different ethnic backgrounds have complained that they are referred to as “camel drivers” and “Mountain Shepherds” on several occasions by 3 of the chefs during service.
2.The GM was told by GMs from other hotels that a number of suppliers increasingly were offering cash incentives to department heads in return for choosing their products. Although there is no apparent indication for this in the organisation at present, the GM would like to see the ethical standards expected from staff re-enforced.
During the past month there have been several light accidents in the housekeeping and front office areas which included slips and falls due to cluttered floor space in the back office area and the storage areas for linen and chemicals. As a result the WHS code of practice needs to be re-visited and the duties of department heads as well as procedures established.
4.During the past month 2 guests have expressed concerns about privacy and security procedures in place at the hotel: in one instance a call from an outsider was received enquiring about the stay of his “wife” and her room number and as result these details were provided by reception [the caller was the ex-husband and was subject to a restraining order]; in the 2nd instance 2 young females had returned to the hotel from a night out and were followed by a strange guy who followed them into the lobby. Once they had entered the lift he approached reception and claimed he was the brother of one of the ladies and was readily provided with the room number upon which he accessed the floor and attempted to gain entry to the complainants’ room. The police was called.
1.Develop an agenda addressing that covers all aspects of the meeting purpose.
2.Source the relevant legislation that covers the aspects of the issues outlined above which need to be addressed during the meeting.
3.Prepare the information for a presentation to the meeting participants to enable informed discussion at the meeting. This will be used in Part B, “Conducting the Meeting”.
4.Schedule the meeting and write a notification of the meeting for the designated participants and provide a timeline by when participants will be notified.
5.Prepare all correspondence to send to the participants before the meeting.
6.Arrange in advance for one of the meeting participants to accurately record the minutes of the meeting.
7.Obtain 2 different quotes ($ 20.00 per person maximum) for a light lunch with a vegetarian option for the meeting and attach the details to this assessment.
Detail the special requirements needed e.g. audio-visual equipment or special needs due to disability (based on the needs of your chosen attendees as outlined in the instructions)
1.Provide a short self-evaluation for the meeting you have conducted. Often we undertake a task and we realise, once we have finished that some aspects worked well, or not so good or just did not feel right. Provide a self-valuation for your meeting: Give an account of how you would conduct yourself differently as the chair of any future meetings. Describe both the mistakes and the positive contributions that you made during the meeting and analyse how they impacted on the dynamics and progress of the meeting.
2.Complete the final version of the minutes taken during the meeting, confirm the details are correct and sign the document. Attach a copy to this assessment task
3.Include if appropriate a work schedule with tasks prioritised and actioned of any necessary issues arising from the meeting and outline the requirements for each participant. Attach a copy to this assessment task
4.Write all correspondence that you would distribute to the senior management team regarding the outcomes of the meeting and provide details for the filing requirements for all documentation relevant for this particular meeting.