Qus6) Summarise the responsibilities
of the chair.
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:
ensure management committee functions properly
Support and full supervision to the chief officer and senior team.
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
-This is the plan in which we discussed at the menu and in what order
Conventions: -These are the rules of the meeting, which the chairperson
enforces the participants to stick with that.
-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?
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.
some reasons of Poor Group Dynamics that
affect the meeting success which are as given below:
Excessive deference to authority
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:
your Team properly
roles and Responsibilities
6) Focus on
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:
the purpose and aims
4) Post and
send out Agenda
Circulate supporting information in advance
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
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
1) Make a
how to take notes (pen, paper, laptop, computer or tape recorder) depends upon
the type of meeting.
meeting agenda to formulate an outline
attendees sheet and go through with that
the previous meeting minutes and highlight the concern issues
6) Pass the
attendance sheet to all participants who are present in the meeting
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.
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:
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.
meeting minutes: -these minutes are mostly taken from either departmental or
group meetings. These minutes contains the content like:
of decision taken
up action required
Responsible person for individual projects
of the project
these types of minutes can be distributed to all attendants and other who are
directly interested but absent in the meeting.