Roles
These people have input regarding meeting time, venue, and items on the agenda.
They are the participants/attendees
This document should be sent out prior to the meeting.
The agenda.
You should do this carefully before responding to someone’s comments.
To listen to him/her.
Name 3 types of meetings.
A job interview, an annual general meeting, a teleconference, an appraisal meeting, a team-building meeting, a management meeting.
These can be provided in order to encourage social interaction after the meeting adjourns.
Refreshments
This person makes sure the meeting is running according to schedule.
The Timekeeper
Participants need to receive the agenda and the information about the room/place where discussions will be held. How is it called?
The venue.
Doing this ensures that punctual members are not punished for tardy members, and that each item on the agenda is given attention.
To start on time.
This is effective in determining how effective meetings are, and how they can improve.
Evaluation
Complete the sentences with one verb.
I think we need to _______ a meeting to discuss the issue.
HR managers usually _______ job interviews with potential candidates.
I can't make it on Friday. Can we __________ the meeting for Monday?
I think we need to call a meeting to discuss the issue.
HR managers usually hold job interviews with potential candidates.
I can't make it on Friday. Can we reschedule the meeting to another date?
This person is responsible for facilitating discussion during the meeting.
The Chair/Leader
What does the Event Organiser do?
He/She provides management services for business events.
The chair should maintain this tone at all times.
Positive and professional.
One purpose of sending out a follow-up letter/email is this.
What is outline action plans/summarize decisions made/communicate with absent members.
A meeting's effectiveness be easily evaluated by issuing this to all attendees.
A short survey.
This person takes notes on items discussed during the meeting.
The Scribe/Recorder
In addition to items up for discussion, this also needs to be made clear in the agenda.
The purpose of the meeting.
When everyone can agree on an issue to move the meeting forward.
Consensus or come to a general agreement.
Having this after the meeting fosters team building.
Social interaction.
Along with action plans, these also need to be communicated in the follow up in order to avoid plans taking longer than planned.
The deadlines.
This type of person loves to argue in meetings.
The Conflict Causer
Define the following problem: The participants are getting side-tracked.
They're discussing issues that are not relevant.
This is done when discussions become stagnant.
To table a meeting means to postpone discussion on something.
If anyone is unsure of what was agreed upon a meeting, as a record of what happened during the meeting. These should be sent out soon after the meeting.
The meeting minutes.
This is a formal proposal for a specific action made by a participant.
A motion.