Qus6) of that don’t go out of track. The

Qus6) Summarise the responsibilities
of the chair.

Ans. 
Chairperson must have skills of
management committee functions and properly participate into the meeting. He
the responsible that all the points should be covered and the effective
decisions are made and implement according to that. The responsibilities of
chairperson are as given below:

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1)
Leadership Quality

2) To
ensure management committee functions properly

3) Manage
organization effectively

4) Provide
Support and full supervision to the chief officer and senior team.

The purpose
of a chairperson is to ensure that the all participants are stick with agenda
and respect the rules of the meeting. They also take care of that don’t go out
of track. The terms used for the roles and responsibilities for the chairperson
is:

1) Agenda:
-This is the plan in which we discussed at the menu and in what order

2)
Conventions: -These are the rules of the meeting, which the chairperson
enforces the participants to stick with that.

3) Minutes:
-There are the formal notes called as official, accurately record of what was
discussed and decided at the time of meeting.  

Qus7) how do group dynamics affect
your meeting’s success?

Ans. 
Most of the peoples are behave
different in the group as compared to the individual ones. To manage the work
team of individuals we assign dedicate task, group dynamics become a force in
your projects. These interactions are powerful and benefits for the
organization. It will produce the creativity, better problem solving and more
energy. It will increase the motivation of the each staff member and perform
extraordinary with group efforts. To manage the group dynamic we need to know
the strengths and weakness of the each employee and overcome according to that. 

There are
some reasons of Poor Group Dynamics  that
affect the meeting success which are as given below:

1) Poor
Leadership

2)
Excessive deference to authority

3) Blocking

4) Free
riding

5)
Evaluation Apprehension

Qus8) what
strategies can you apply to improve group dynamics in meetings?

Ans.  There are some strategies to improve the
group dynamics which are as given below:

1) Know
your Team properly

2) Handle
problem quickly

3) Define
roles and Responsibilities

4) Break
down Barriers

5) Pay
attention

6) Focus on
communication

Qus9) List
the key items the chair needs to check and brief the minute-taker in
preparation for their allocated task.

Ans.  Chairperson needs to check the following
things which area as given below:

1) Clarify
the purpose and aims

2) Create
an Agenda

3) Schedule
the meeting

4) Post and
send out Agenda

5)
Circulate supporting information in advance

6) Make
room arrangements

7) Arrange
for recorder

The most
important the chairperson needs to check the minutes after the meeting and also
confirm the accuracy and circulate to all the participants via single email
only,

Minute
taker is the responsible for the taking notes that are an accurate record of
decisions and discussions. He is the person who is responsible for writing up
notes with responsibilities and ownership. He will copy and distribute minutes
to all participants.  The following
preparation has been done by the minute taker according to his/her allocated
task

1) Make a
check list

2) Decide
how to take notes (pen, paper, laptop, computer or tape recorder) depends upon
the type of meeting.

3) Use
meeting agenda to formulate an outline

4) Create
attendees sheet and go through with that

5) Review
the previous meeting minutes and highlight the concern issues

6) Pass the
attendance sheet to all participants who are present in the meeting

7) Go
through with all participants and make sure you know who is who

8) Note the
time the meeting begins, actively listen the main ideas discussed, what
decisions were agreed.

Qus10)
Describe two different styles of minutes that may be produced for different
types of meetings.

Ans.  Minutes are very important for the
participants. Minutes are the conclusion of the meetings and helps participants
to remind it and also help absentees to learn what was discussed and what
decisions were made. There are two types of minutes:

1) Agenda
based minutes: – This is form of reports which is a traditional type of
records. In this minutes can be taken from the scheduled meeting where agenda
is well known. This agenda is distributed to all the participants before seven
days of the meeting. This agenda based minutes is written by the professionals
and it is complex and formal document. 

2) Informal
meeting minutes: -these minutes are mostly taken from either departmental or
group meetings. These minutes contains the content like:

1) Summary
of decision taken

2) Follow
up action required

3)
Responsible person for individual projects

4) Time
frames

5) History
of the project

Mostly
these types of minutes can be distributed to all attendants and other who are
directly interested but absent in the meeting.