Meetings

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LEVEL 3 MANAGEMENT- WORK BASED ASSIGNMENT- THELMA CLUTSON

EFFECTIVE MEETINGS FOR MANAGERS

TASK

This task requires me to explain how I would prepare for, manage and contribute to a meeting.

• PURPOSE OF THE AGENDA

An agenda is a list of topics rather like a framework that are to be discussed at a meeting, this helps the meeting to flow properly and means that the attendees cannot divert off at a tangent onto other topics. It gives the meeting a structure. The agenda should be concise; not be too long but condensed in bullet point form. On the agenda we include any speakers of video/dvd evidence.

• HOW TO PREPARE PRIOR TO A MEETING

Preparation before a meeting is probably the most important to ensure the meeting is successful. First you need to decide the purpose of the meeting and its aim. We need to decide if a meeting is the best resource of the purpose, if it is then who needs to attend. Before we start the agenda, it is best to write the main purpose and aim of the meeting and this will be the heading to start with.

An aim for a meeting could be ‘To discuss priority goals for the forthcoming year’, the agenda will then be the tool used to get us the result we require.

Once the Agenda is created we need to decide on where and when and who should be involved. We need to schedule the meeting. Firstly decide on who needs to attend, a meeting can be as small or as large as you require to get the result you want. Once you have decided on who is to attend, then we need to decide on a venue, can we use an empty office or do we require a larger venue like a conference centre. What is the best time for the meeting, do we have attendees from outside UK so have to consider time zones. A decision needs to be made and then we need to contact the attendees, how are we going to do this? Is email scheduling an option or do we telephone? In today’s commence email invites are probably the best option as we can create the list of attendees and

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