M3.33 Effective Meetings for Managers

Topics: Management, Distribution, Distributor Pages: 1 (338 words) Published: July 7, 2011
WORK-BASED ASSIGNMENT - M3.33
Effective meetings for managers
An agenda ( I have included a copy of a company agenda for reference) is prepared by the secretary prior to a meeting and details items to be discussed within the meeting. The purpose of the agenda is to ensure the chairperson has a clear purpose of what is to be achieved from the meeting, allow all attendees to prepare for the meeting. This gives all attendees a clear format to work from and ensures that companies time and resources aren’t wasted as decisions can be made with the appropriate information in a swift manner, key persons are identified and attend and matters in hand are dealt with. Once the agenda and purpose of the meeting is established it is the role of the secretary to prepare for the meeting. The first step is to arrange a date, time and place, equipment for the meeting to be held that is suitable for the key persons identified as being necessary attendees when preparing the agenda. Distribute the agenda and any other relevant documentation needs to be distributed to attendees. Once the meeting has been arranged and agreed it is the role of the chairperson to ensure the meeting runs on time, according to the agenda and the essential decisions are made. The secretary will record minutes of the meeting. Copies of minutes will be distributed to all participants after the meeting and action plans will be drawn up to ensure that decisions made during the meeting are put in place by the correct deadline required. Effectiveness of performance at a meeting can be reviewed by continuously asking attendees if they are satisfied everything has been covered and asking attendees for feedback in the form of questions and answer session at the end of the meeting or by distributing feedback questionnaires when concluding the meeting. Meeting effectiveness can also be monitored by assessing if the decisions made during the meeting have effectively been action in accordance with the action...
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